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.
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.
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.
