Executive Assistant

About the role

The Executive Assistant provides high‑level administrative support to the Division Manager and collaborates across departments to ensure smooth operations and alignment with business priorities.

Key responsibilities

• Manage the Division Manager’s calendar, schedule meetings, and coordinate appointments.
• Organize departmental meetings, prepare agendas, take minutes, and track follow‑up actions.
• Monitor approval documents such as contracts, memos, and expense requests to ensure timely processing.
• Draft, edit, and format internal communications, reports, and memos.
• Maintain organized digital and physical filing systems for project documentation and business records.
• Support development and standardization of templates, checklists, and reports across departments.
• Track onboarding processes for new hires and coordinate recruitment activities with HR.
• Monitor performance evaluation timelines and ensure timely feedback sessions.
• Facilitate cross‑division collaboration, communication, and logistical coordination for inter‑departmental projects.
• Prepare regular summary reports and maintain dashboards for KPIs, staffing updates, and employee performance.

Required profile

• At least 6 months to 1 year of relevant experience.
• Excellent organization, time‑management, and coordination skills.
• Strong analytical, interpersonal, and networking abilities.
• Forward‑thinking mindset with attention to detail.
• Excellent business communication and presentation skills.
• Ability to handle sensitive information with discretion.

Required skills

• Proficiency with Microsoft Office Suite.
• Experience using HRIS platforms.
• Familiarity with Lark collaboration tools.