Executive Support Specialist

Responsible for providing administrative support to the executive through calendar management, coordination of meetings, travel arrangements, preparation of required/assigned reports, routing of documents for signature, and custodianship of confidential information of the executive's office.

Key Responsibilities

Calendar and Meetings Management Assistance

• Create and maintain the Executive's appointment calendar by providing lead assistance in the planning and scheduling of meetings, travel/ conferences, visits and teleconferences to ensure that schedules do not overlap and aid in the efficient time management of the Executive.
• Advise the Executive of the appointment to ensure that the schedules are attended promptly and make necessary follow-through if needed.
• Ensure that materials, venue and other required logistics are in order prior to the meeting.
• Take minutes of the meetings and ensure that meeting attendees have a copy of the minutes so that everyone concerned are made aware of their accountabilities prior to the next meetings.
• Collates, prepares presentation materials and takes minutes of the Departmental and external meetings.

Processes Expense Reports, Liquidations, Reimbursements, Cash Advances, Credit Card

• Gathers all receipts, ensures details on the receipts are complete and not expired.
• Prepares LRF report with the attached receipts and approved TACAR.
• Ensures the LRF report is verified before submitting for final approval.
• Submits to Accounting for processing.
• Updates expense monitoring file for documentation.
• Track and submit expenses for reimbursement or payment requisition and adheres to monthly deadlines.
• Process expense reports and variances.

Travel / Logistics Assistance

• Gathers travel details such as flight schedule, service vehicle, and hotel accommodation of executive. Can arrange complex domestic and international transportation, accommodation and itineraries.
• Books flight and accommodation, request transportation as needed.
• Processes TACAR.
• Requests Travel fund if needed.
• Secures travel requirements.
• Updates travel monitoring file.

Correspondence Management

• Ensure that all documents requiring approval are signed as scheduled and documents are routed promptly and appropriately.
• Exercise high level of reliability, discretion, prudence and common sense in handling confidentiality and sensitive documents/issues.
• Prepare or amend simple correspondences or documents, collate and/or print documents for meetings, and transcribe short recordings of meeting and making sure all action items from every meeting are documented.

Document Management

• Handle files for the office of the executives and sees to it that these are systematic, and that the retrieval of the required documents can be done efficiently.
• Maintains proper monitoring/recording of all documents of assigned Executives.
• Create and proof reads presentations, reports, spreadsheets and other documents for the Executives.

Event Management

• Manages all aspects of event planning, meets deadlines and budget demands.

Job Qualifications

• Bachelor's degree in any Business related course
• At least 5 years relevant work experience,  preferably supporting C-level executives
• Proficient in both verbal and written communication. Able to interact professionally with a diverse range of stakeholders
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint) and communication tools
• With skills in records management, time management, business writing, and customer service
• Strong organizational skills: Strong multitasking and time-management abilities, with a focus on meeting deadlines
• Good Problem Solving Skills: Ability to think ahead, manage challenges, and offer solutions proactively
• Can handle information with high level of discretion and professionalism