Executive Assistant

Job Summary:

The Executive Assistant serves as a key support partner to the CHRO and helps facilitate effective communication and coordination across the HR and Admin Departments.

Key Responsibilities:

• Manage the CHRO’s calendar, including interviews, internal meetings, and cross-functional engagements.
• Provide daily calendar updates to ensure visibility of schedules and priorities.
• Coordinate meeting room reservations and ensure efficient scheduling.
• Collaborate with Executive Assistants from other departments to avoid scheduling conflicts and streamline meetings.

• Coordinate with C-level executives and various departments on behalf of the CHRO.
• Assist in executing tasks, projects, and initiatives under the HR and Admin Departments.
• Monitor follow-through on assigned deliverables, requests, and cross-functional priorities.

• Draft, proofread, organize, and manage official documents for the CHRO’s review and approval.
• Maintain secure, organized, and updated digital and physical filing systems for HR and Admin records.

• Assist in the preparation of Manpower Requisition Forms (MRFs), Job Descriptions (JDs), and employee equipment requests.
• Support the organization of HR activities such as training sessions, town halls, employee engagement programs, and team-building activities.
• Coordinate with external legal counsel regarding HR-related legal documentation.
• Provide administrative support to ensure efficient day-to-day HR and Admin operations.

• Handle confidential employee and organizational information with utmost discretion.
• Assist the CHRO in monitoring timelines, deliverables, and progress of strategic HR and Admin initiatives.

• Perform other tasks as assigned by the CHRO.
• Participate in relevant trainings and recommend process improvements that enhance departmental efficiency and professional development.

Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, or a related field is preferred.
• At least 2 years of experience as an Executive Assistant, preferably with exposure to HR or administrative functions.
• Strong organizational skills with excellent attention to detail, particularly in document preparation and proofreading.
• Proven ability to handle confidential and sensitive information with professionalism and discretion.
• Proactive, resourceful, and capable of exercising sound judgment and initiative.
• Ability to work independently and anticipate executive needs.
• Adaptable to a fast-paced and evolving work environment.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar).
• Professional demeanor with strong interpersonal and coordination skills.
• Experience in event coordination or training logistics is an advantage.