Executive Assistant at Q-Sourcing Servtec Group

To provide high-level administrative support to the Group CEO and MD ensuring seamless daily operations, coordination and communication across the various portfolios.

DUTIES & RESPONSIBILITIES:

Executive Support

• Provide executive support to the Group CEO and CKL MD in managing a diverse portfolio and activities. Proactively handle a wide variety of activities expeditiously, following through to successful completion within agreed timelines.
• Prioritize to maintain a realistic balance among multiple and sometime competing priorities.
• Compose and prepare correspondence as required and manage confidential matters with discretion.

Meetings & Event Coordination

• Coordinate meetings and other liaison with managers of group companies.
• Make logistic and administrative arrangements as required.
• Review agenda for meetings and make recommendations where appropriate.
• Compile and/or collate required documentation for the meeting and ensure the Group CEO and MD is fully briefed for meetings.
• Attend meetings as requested.
• Take notes / minutes as appropriate.
• Circulate minutes and action plans.
• Ensure action plans are progressed – monitor and report progress on the same.

Stakeholder Engagement & Communication

• Act as a point of contact between the executives and internal and external stakeholders.
• Represent the Group CEO or the MD as required.

Information Management

• Maintain confidential files, records and documentation with utmost discretion.
• Manage and update contact databases and filing systems to ensure accurate and ease of retrieval. Undertake research on topics and opportunities as directed by the Group CEO and MD

Projects

• Coordinate Projects assigned.
• Develop and/or prepare project documentation and required.
• Assist in tracking strategic initiatives, monitor projects, deadlines and deliverables and report on project progress and performance on key elements including but not limited to time, cost, scope, quality, benefit, risk.
• Attend project meetings as requested Maintain accurate and up-to-date project records and files.

Reports

• Prepare and submit reports to the relevant stakeholders, as required, within agreed format and timelines (daily, weekly, monthly, quarterly).
• Present reports that facilitate informed and sound decision-making.
• Trends, insights and concerns with recommendations clearly elaborated.

Expense Management

• Arrange complex travel itineraries, accommodation and logistics.
• Requisition, reconcile and submit expenses report for the Group CEO and MD.
• Manage own activities within approved limits.

Risk Mitigation, Compliance & Audit

• Adhere and comply with the policies, procedures and statutory guidelines.
• Consistently perform tasks as per documented procedures and within agreed turnaround times and SLAs.

Productivity and Performance

• Deliver performance objectives set.
• Institute immediate corrective action where performance is below par.
• Proactively manage own learning and development Adhere to annual leave plan agreed with line manager Adhere to HR policies.

KNOWLEDGE, SKILLS, AND EXPERIENCE:

• Minimum Knowledge, Skills, Qualifications and Experience required for this Role. A degree in Business Administration & Management (or equivalent).
• Have a general understanding of commerce & public relations. Broad business knowledge
• A minimum of five years’ experience: providing support to an executive office or senior management team working across functional boundaries and different business cultures
• Proficiency in MS Office applications i.e. Word, Excel, PowerPoint, MS Project, Outlook, etc.