Executive Assistant - Corporate Planning Department

Job Summary.

We are looking for a reliable and proactive Executive Assistant to support the Corporate Planning Department. This role involves coordinating schedules, preparing reports, handling confidential information, and assisting in strategic and administrative matters to ensure smooth daily operations.

Key Responsibilities.

• Provide high-level administrative and secretarial support to Corporate Planning Department.
• Act as the administrative anchor for the Corporate Planning department to ensure seamless coordination across the team.
• Coordinate and lead company-wide planning meetings, briefings, workshops, and corporate events.
• Support the preparation of periodic reports and strategic documents by consolidating data and inputs from various departments.
• Assist in compiling data for reports to support budget submissions and strategic presentation for top management.
• Manage departmental expenditure claims in alignment with monthly budget forecasts.
• Oversee departmental facilities, assets, and equipment listings, including the management of purchase orders and payment requests.
• Handle the preparation and circulation of board papers, statutory documents, and management meeting materials.
• Support the maintenance and update statutory records and governance documents to ensure compliance.
• Coordinate and organize key meetings, quarter cycle audit, and track action items to ensure plans stay on schedule.
• Support logistics coordination with the driver, including briefings on itineraries, venue confirmations, and schedule changes.
• Handle travel, accommodation, and dining bookings for officers and visitors as needed.
• Compile invoices for reimbursements and maintain records of utilities and related expenses for the Managing Director.
• Assist in preparing the onboarding documentation and related compliance arrangements for new appointed Directors.
• Support the key/selected group with specific needs, such as health check arrangements and golf membership management.
• Execute ad-hoc administrative duties and special assignments to support evolving business needs.

Job Requirements.

• (Diploma or Bachelor’s Degree) in Business Administration, Management, or related field
• Minimum 2–3 years of experience as an Executive Assistant, PA, or similar role
• Good command of English (written and spoken)
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Familiar with digital organization-Outlook, shared calendars, cloud storage, shared folders.
• Skill in managing/ coordinating meeting via Microsoft Teams, Zoom, or other virtual meeting tools.
• Strong organizational, time management, and coordination skills
• Able to handle confidential matters with integrity and discretion
• Detail-oriented, proactive, and able to work independently
• Good interpersonal and communication skills
• Highly adaptable with flexibility, ready to handle last-minute requests and diverse ad-hoc tasks as assigned.