Executive Assistant- Finance at Tatu City Limited

Key Functions

Executive Support & Coordination

• Coordinate internal and external meetings, prepare agendas, draft minutes, and ensure timely follow-up on action items and deadlines.
• Manage complex calendars for senior executives, including scheduling meetings, setting up conference calls, and arranging catering when needed.
• Handle incoming calls, screen communications, and filter outgoing correspondence whilst maintaining confidentiality
• Keep track of executive’s important tasks and maintain deadlines.
• Meet and greet visitors for the executives, ensuring a professional and welcoming environment.

Finance, Procurement & Business Strategy Support

• Assist with financial reporting cycles, budget preparation, and audit readiness.
• Support procurement workflows, vendor coordination, and compliance documentation.
• Track key financial and procurement milestones to ensure timely approvals and execution.
• Coordinate data collection and analysis for business performance tracking and strategic projects.
• Facilitate communication between strategy teams and other departments to keep initiatives on track.
• Assist in organizing quarterly business reviews, leadership offsites, and strategic planning sessions.

Travel & Logistics

• Arrange and manage travel plans for executives, including flights, accommodation, transportation, and meal coordination.
• Organize logistics for external stakeholder events and meetings, including guest travel and accommodation when required.
• Process expense claims and advances for the executives

Information & Document Management

• Maintain filing systems (electronic and paper) and contact databases.
• Prepare briefing materials, presentations, and dashboards for strategic reviews and leadership meetings.
• Identify, anticipate, and prepare information required for meetings; follow up on inward and outward requests for reports and correspondence.

Process Improvement

• Identify opportunities to streamline administrative processes for efficiency.
• Develop SOPs and templates for recurring tasks across finance and strategy functions.

Requirements

• Bachelor’s degree in Business Administration, Finance, Economics, or related field.
• At least 5 years of experience supporting senior executives, preferably in finance or strategy roles.
• Strong proficiency in Microsoft 365 (MS Word, Excel, PowerPoint, Teams) and familiarity with ERP systems.
• Experience of collating information and producing high quality correspondence, reports and presentations.
• Recognized secretarial or administrative qualification is beneficial but not essential.
• Time management and ability to meet deadlines.
• Strong organizational skills and ability to multitask.