Manage complex calendars and diaries for the President & Country Manager and on an adhoc basis, Executives (& Board), ensuring effective prioritization and scheduling.
Coordinate meetings, conferences, teleconferences, and leadership travel, ensuring all relevant documentation is prepared in advance.
Executive Secretarial Support
Provide comprehensive secretarial and administrative support to the President & Country Manager, Executives, VP Commercial, enabling smooth daily operations and focus on strategic priorities.
Communication Management
Act as a central communication point, ensuring effective internal and external communication, including handling confidential and sensitive matters.
Screen calls, emails, and correspondence; respond or escalate appropriately while maintaining professionalism and discretion.
Event Management & Executive Engagement
Plan, organize, and coordinate major and minor company events (e.g., Town Halls, leadership meetings, New Year celebrations, staff party or events, and employee engagement activities).
Provide end to end event support, ensuring high service standards in guest reception, catering, venue setup, logistics, and on-site coordination.
Manage event logistics including venue selection, bookings, transportation, entertainment, materials, and supplies
Build and maintain strong relationships with external vendors (e.g. hotels, caterers, event organizers) and negotiate commercial terms and annual agreements.
MIS & Administrative Support
Assist in the preparation and coordination of accurate, timely management reports, presentations, and documentation in line with company policies and standards.
Provide administrative and logistical support to internal partners and other departments as required.
Confidentiality & Document Security
Adhere strictly to confidentiality protocols and manage sensitive information with discretion.
Register, track, and control confidential documentation to ensure security and compliance.
Records & Information Management
Establish, maintain, and continuously improve structured filing and records management systems for both electronic and hard copy documents.
Ensure efficient operation of office systems and equipment to support the President & Country Manager's office.
Correspondence & Presentation Support
Draft, review, and route correspondence, presentations, invitations, and executive communications as required.
Ensure all incoming and outgoing communications are handled efficiently and professionally.
Scheduling, Meetings & Call Management
Coordinate internal, external, and international meetings and conference calls.
Prepare agendas, collate materials, and ensure timely circulation of meeting papers.
Screen and manage incoming calls, taking appropriate actions on behalf of executives.
Travel, Logistics & Security Administration
Arrange cost effective and seamless travel (air tickets, accommodation, visas, transportation) for executives, staff, contractors, and visitors.
Manage company vehicle usage and support administration of the Security Management System.
Management Information & Updates
Act as a focal point for consolidation and timely submission of management reports and information for the Country Manager and ExCom.
Maintain up to date executive calendars, contacts, and coordination with regional secretarial teams.
Document Control
Maintain a structured document control system for invoices, contracts, and executive documentation, ensuring confidentiality and ease of retrieval.
Continuous Improvement
Proactively identify and recommend opportunities to improve administrative systems, processes, and office practices in line with evolving business and leadership needs.
Health, Safety & Environment (HSE)
Support, as directed, the President & Country Manager to ensure compliance with all applicable health, safety, quality, and environmental policies, procedures, and controls across office operations and event activities.
Support, as directed, implementation and monitoring of ISO standards, local regulatory requirements, and internal HSE policies.
Demonstrate HSE leadership in support of the office of P&CM.
:: QUALIFICATIONS :::
Knowledge & Qualifications:
Bachelor's degree or equivalent professional experience in any discipline.
Minimum of 10 years of experience as an Executive Assistant or Administrative Assistant supporting senior leadership or C‑suite executives.
Experience:
Proven experience handling confidential information at a senior level. Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools.
Skills:
Exceptional organizational and multitasking abilities.
Strong written and verbal communication skills.
High attention to detail and follow‑through.
Ability to work independently and make sound decisions.
Professional presence, maturity, and emotional intelligence.
Time management and prioritization in a high‑pressure environment.
Adaptability and problem‑solving mindset.
Work Condition:
Enjoy a dynamic on-site work environment, 5 days a week.
While there is no hybrid work option available, the company offers flexible working hours, commitment to work-life balance, also comprehensive health benefits, professional development opportunities, and a collaborative team culture.
DISCLAIMER:
By applying for this position with our Company, you expressly consent to the collection, use and sharing of your personal information for recruitment and employment purposes in accordance with the Company's Data Privacy Policy and the country specific Personal Data Protection Act.
