1. Executive Support to Group CFO
- Provide dedicated administrative support to the Group CFO, including managing schedules, meetings, travel arrangements, and high-level communications in collaboration with the CFO's secretary.
- Prepare accurate and concise meeting minutes, capturing key decisions, action items, responsible parties, and timelines.
- Coordinate executive engagements by preparing agendas, presentation materials, briefing notes, and follow-up actions.
2. Travel Coordination
- Support C-suite executives in planning and coordinating business travel, including researching optimal flight options, arranging accommodations in line with company policies, and managing visa applications.
- Prepare detailed travel itineraries and ensure all travel documents are well-organised and readily accessible.
- Manage and consolidate business and travel expenses in compliance with company policies.
3. Calendar and Schedule Management
- Assist C-suite executives in managing complex calendars, including scheduling appointments, meetings, and travel plans.
- Organise and attend meetings as required, including preparing agendas, documenting key discussion points, and tracking action items.
- Follow up on assigned actions to ensure timely completion and alignment across stakeholders.
- Optimise executives schedules to maximise productivity while proactively resolving scheduling conflicts.
4. Administrative and Operational Support
- Ensure timely monthly submission of reimbursement claims for C-suite executives through the designated OA system.
- Act as a key liaison between C-suite executives and internal or external stakeholders, managing communications via email and other channels.
- Assist in the preparation and completion of confidential documents and documents requiring authorised signatories.
- Update monthly currency exchange rates for financial forecasting purposes within the finance department.
- Manage office communications, including email and in-person interactions, especially during executives absence.
- Develop and implement administrative policies and systems to ensure smooth and efficient department operations.
- Undertake ad-hoc assignments and projects as required.
Requirements:
- Bachelor's degree or equivalent practical experience.
- Strong communication skills, with the ability to interact effectively with stakeholders at all levels, both internally and externally.
- Proficiency in administrative functions, including bookkeeping, data entry, email management, scheduling, and document control.
- Familiarity with office software and online collaboration tools, including virtual meeting platforms and video conferencing systems.
- Strong problem-solving skills, with the ability to manage unexpected situations such as last-minute travel changes or scheduling conflicts.
- High level of proficiency in Microsoft Office and digital tools to enhance productivity and efficiency.
- Excellent time management and organisational skills, with the ability to prioritise multiple tasks and ensure seamless coordination of meetings and travel arrangements.
