Role Purpose
To provide professional protocol and executive support to the Office of the Executive Chairman by coordinating official engagements, VIP visits, and high-level meetings, ensuring proper etiquette, seamless logistics, and excellent stakeholder experience in line with Jospong Group standards.
Reports directly to: Head of Secretariat – Office of the Executive Chairman
Business Unit: Executive Chairman’s Office / Secretariat
Internal & External Relationships:
Internal:
- Secretariat Cluster Leads
- Security
- Corporate Affairs
- Cluster and Subsidiary Leadership Teams
- Logistics and Administration Units
External:
- Government agencies
- Corporate partners
- Delegations, VIPs, and external stakeholders
- Service providers (hotels, transport, venues)
KEY RESULT AREAS
- Effective coordination of Executive Chairman engagements and visits
- Professional protocol management and stakeholder interface
- Seamless logistics and on-ground execution of events and programs
- Accurate documentation and follow-through on executive engagements
- Consistent representation of Jospong Group corporate standards and image
KEY RESPONSIBILITIES
Protocol & Executive Engagements
- Plan and coordinate all Executive Chairman visits, meetings, and official engagements
- Manage reception of delegations, VIPs, and external stakeholders
- Ensure proper protocol, seating arrangements, introductions, and ceremonial procedures
- Prepare visit itineraries, programs, and briefing notes
Event & Visit Coordination
- Coordinate logistics for Executive Chairman engagements (transport, accommodation, venue setup)
- Liaise with internal departments and external bodies ahead of visits
- Supervise on-ground execution of programs and events
- Maintain records of all official engagements
Secretariat Support
- Support preparation of meeting materials and engagement packs
- Assist with follow-ups arising from Executive Chairman meetings and visits
- Maintain engagement logs and protocol documentation
- Work closely with Secretariat Cluster Leads
Stakeholder Management
- Serve as a professional interface between the Executive Chairman’s Office and visitors
- Coordinate with government agencies, partners, and corporate stakeholders
- Ensure company image and standards are upheld at all times
JOB SPECIFICATION
Competencies
- Strong organizational and coordination skills
- Excellent communication and interpersonal abilities
- Professional etiquette and executive presence
- High attention to detail
- Ability to work under pressure and manage multiple engagements
- Strong sense of confidentiality
- Proactive, solution-oriented mindset
- Good written and spoken English
- Basic understanding of corporate governance and executive operations
Education / Experience
- Minimum Bachelor’s Degree in Administration, International Relations, Public Relations, Hospitality Management, or related field
- Minimum 2–5 years’ relevant experience in protocol, administration, corporate affairs, or executive support
- Experience supporting senior executives or managing high-level engagements is an advantage
Knowledge & Skills
- - Protocol standards and executive engagement management
- - Event coordination and logistics planning
- - Stakeholder relationship management
- - Documentation and reporting
- - Microsoft Office and administrative systems
Personal Attributes
- Well-groomed with professional appearance
- Respectful, calm, and tactful
- Flexible working hours aligned to Executive Chairman schedule
- Team-oriented with leadership potential
- High integrity and discretion
