Job Description:
1. Meeting & Schedule management
- Proactively manage and optimize the Director's calendar by assessing priorities, business impact, and urgency to ensure time allocation aligns with strategic objectives.
- Coordinate meeting logistics end-to-end, including participant alignment, agenda confirmation, document preparation, and venue or virtual platform arrangements.
- Anticipate scheduling conflicts, shifting priorities, and potential bottlenecks, and propose structured solutions to maintain efficiency.
- Prepare briefing notes, summaries, and relevant background materials to ensure the Director is well-prepared for internal and external engagements.
2. External Relations Management
- Coordinate and facilitate meetings with external partners, vendors, industry stakeholders, and senior counterparts, ensuring all logistical and material requirements are met to a high professional standard.
- Prepare presentations, meeting decks, talking points, and supporting documentation in alignment with the Director's objectives and messaging.
- Serve as a key liaison point for communication with external stakeholders, ensuring timely responses, accurate information flow, and professional relationship management.
- Support the planning and execution of business visits, leadership engagements, and hosted meetings, including venue arrangements, hospitality coordination, and material readiness.
3. Contract Signing and Administrative Governance
- Manage the end-to-end coordination of contract signing processes by working closely with Legal, Finance, Procurement, and relevant business teams to ensure documentation is accurate, complete, and compliant with internal governance standards.
- Monitor timelines for contract review and approval, proactively following up to ensure efficient turnaround and proper documentation flow.
- Maintain well-organized records of signed agreements and administrative documentation, ensuring accessibility and traceability when required.
- Uphold strict confidentiality and compliance standards when handling sensitive documents and information.
Requirements:
- Bachelor's degree in Business Administration, Management, or a related discipline.
- 3-6 years of relevant experience in executive support, senior stakeholder coordination, or project administration within a structured corporate environment.
- Demonstrated ability to manage complex schedules and competing priorities with sound judgment and attention to detail.
- Strong written and verbal communication skills, with the ability to prepare professional materials and correspondence.
- High level of discretion, integrity, and professionalism when handling confidential information.
