The Executive Assistant serves as a trusted business partner to the Senior Vice President (SVP) Real Estate and Vice President (VP), providing high-level executive, operational, and administrative support. The role is responsible for managing executive priorities, coordinating with internal and external stakeholders, supporting governance and reporting activities, and ensuring the efficient delivery of strategic business objectives across the department.
Responsibilities
Executive Support to SVP & VP
- Manage and maintain executive calendars, including scheduling, rescheduling, and prioritizing meetings.
- Screen and direct phone calls, correspondence, and inquiries on behalf of the SVP and VP.
- Prepare reports, presentations, invoices, letters, memos, and expense statements.
- Conduct research and prepare briefing materials for meetings and presentations.
- Attend meetings, record minutes, and track action items and follow-up activities.
- Arrange business travel, including itineraries, purchase requests, travel documentation, and trip completion requirements.
- Welcome and host visitors attending meetings.
- Ensure continuity of executive support during periods of absence or organizational changes.
- Monitor and ensure timely closure of actions arising from leadership meetings.
- Coordinate executive dashboards, divisional reports, KPIs, and strategic initiatives.
Office & Administrative Management
- Oversee day-to-day administrative operations, including purchase requests, office supplies, and expense tracking.
- Coordinate and manage support services provided by office assistants, administrative staff, and drivers.
- Handle incoming correspondence, memos, and reports, ensuring timely distribution and follow-up.
- Maintain organized filing and records management systems.
- Perform general administrative duties, including procurement coordination and basic bookkeeping.
- Support onboarding and offboarding activities in coordination with HR, IT, and Finance.
- Manage procurement-related activities such as quotations, PRs, invoice tracking, and vendor coordination.
- Liaise with internal stakeholders to resolve office, facility, tenant, and administrative matters.
- Coordinate office relocations and workspace transitions as required.
- Handle all administrative requirements for business centers.
Office & Corporate Events
- Plan, coordinate, and execute employee engagement initiatives and corporate events.
- Coordinate branding materials, giveaways, and promotional collateral for events and campaigns.
- Arrange event logistics, including transportation, access passes, and event materials.
- Represent the division at external events and stakeholder engagement activities when required.
- Ensure timely delivery and continuity of event, branding, and engagement activities throughout the year.
Requirements & Skills
Education
- Bachelor's degree in Business Administration or a related field.
Experience
- Minimum of 5 years of experience in a similar Executive Assistant or administrative support role.
Key Skills & Competencies
- Strong organizational and time management skills.
- Excellent communication and interpersonal abilities.
- Strong problem-solving and decision-making skills.
- Stakeholder coordination and relationship management.
- High level of confidentiality, integrity, and discretion.
- Ability to manage multiple priorities and stakeholders simultaneously.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with records and database management systems.
- Ability to work effectively with cross-functional teams including HR, IT, Finance, Sales, and Marketing.
- Proactive, detail-oriented, and solution-focused mindset.
