Executive Assistant

SUMMARY:
The Executive Assistant (EA) provides high-level, confidential administrative support to the CEO, CFO, HR Executive, and Sales Executive.

POSITION INFO:

Organizational Overview 

The Company provides warehouse management and outsourced staffing solutions to clients across diverse industries. The warehouse offering includes stock management, operational efficiency, and risk mitigation through proprietary systems. The staffing division delivers comprehensive HR, IR, and payroll services by managing both large and small workforce pools for a variety of client operations.


Duties & Responsibilities:

• Executive & Administrative Support
• Manage complex calendars, travel logistics, and scheduling for the CEO, CFO, and Other Executives.
• Prepare meeting agendas, take accurate minutes, and track action items to completion.
• Organize internal and external meetings, strategy sessions, and board engagements.
• Handle correspondence, internal communications, and documentation with professionalism and discretion.
• Support general office administration and act as a key contact between executives and staff, clients, and partners.

Operations & Coordination

• Assist in the coordination of executive reporting, performance updates, and management packs.
• Interface with various internal departments (Operations, Compliance, Finance, Training, Commercial) to streamline executive workflows.
• Support planning and execution of company events, workshops, and quarterly reviews.
• Support marketing initiatives.
• Assist in the day-to-day management, coordination and overseeing of the Facilities Management function within the company.

Commercial & Proposal Support

• Manage the compilation and submission of high-quality bid documents, commercial proposals, and tenders in coordination with internal stakeholders.
• Maintain and update a central library of proposal templates, capability statements, company profiles, and statutory documents.
• Track bid/tender opportunities and support the timely completion of submission deliverables.
• Liaise with technical, operations, and finance teams to consolidate inputs for RFPs and client proposals.
• Assist in preparation of presentations and client decks using Microsoft PowerPoint and other platforms.

Minimum Requirements:

• National Diploma or Degree in Business Administration, Executive Assistance, Communications, or related field.
• Minimum of 5 years'' experience as an Executive Assistant supporting C-level executives.
• Strong organizational, communication, and multitasking skills.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Experience in a fast-paced corporate or consulting environment is advantageous.
• Discretion, maturity, and a high level of emotional intelligence.