Executive Assistant (Finance & Governance)

About The Role

This is a pivotal role that blends administrative corporate governance responsibilities, office management, and high-level executive support to senior finance leadership. While the corporate secretarial tasks are administrative in nature, the role requires someone sharp, organised, and capable of managing information, deadlines, and stakeholders with intelligence and sound judgment. You will ensure governance requirements are met, maintain a professional office environment, and enable the Group Finance Director to operate efficiently. Success in this role requires strong analytical ability, exceptional organisation, discretion, and a proactive mindset.

The role allocation is approximately:

• 60% Corporate Secretarial

• 20% Office Administration / Office Management

• 20% Executive Assistant to Group Finance Director

Key Responsibilities

1. Corporate Governance & Secretariat Support (60%)

• Maintain statutory registers, company records, and filing obligations for the Group and subsidiaries.

• Manage compliance calendars and ensure timely completion of routine filings and submissions.

• Prepare and organise Board/Committee/Shareholder meeting materials (agendas, notices, resolutions).

• Record minutes and monitor follow-up actions with precision and professionalism.

• Liaise with external corporate secretarial providers, regulators, and legal advisors.

• Maintain an organised SharePoint structure for governance and finance records, ensuring accuracy and controlled access.

• Support administrative aspects of group restructuring or corporate changes.

2. Office Administration & Office Management (20%)

• Oversee day-to-day office operations to ensure a professional, efficient, and well-run environment.

• Manage vendors, facilities, office supplies, and building management relationships.

• Coordinate maintenance, equipment, utilities, couriers, and deliveries.

• Support internal office activities and collaborate with HR on employee experience initiatives.

• Track office expenses and support administrative cost management.

3. Executive Support to Group Finance Director (20%)

• Provide high-level executive assistance to the Group Finance Director, including calendar, meetings, and travel.

• Anticipate needs, manage competing demands, and protect executive time.

• Serve as a key liaison between the Finance leadership and internal/external stakeholders, ensuring smooth communication and follow-up.

• Prepare agendas, presentations, correspondence, and concise meeting summaries.

• Track deadlines, follow-ups, and deliverables across multiple stakeholders.

• Support sensitive communications and ensure confidentiality at all times.

• Assist with selected finance administrative tasks (expense claims, invoice tracking, PO processing, audit documentation).

Key Stakeholders

• Group Finance Director, Group CEO

• Board of Directors & Committees

• Finance, HR, Legal, Tax teams

• External corporate secretaries, regulators, auditors

• Office vendors and facilities partners

Qualifications & Experience

• Degree in Law, Business Administration, Accounting, Finance, or related field (preferred).

• Demonstrated success and or 5-7 years of experience across governance administration, office management, or executive support.

• Experience supporting senior finance leadership in a multinational or regional organisation.

• Strong capability in Microsoft 365 (Outlook, Excel, PowerPoint, Word) SharePoint experience valued.

• Familiarity with ERP/HRIS systems (e.g., NetSuite) is an advantage.

Skills & Attributes

• Sharp, quick-thinking, and able to anticipate needs proactively.

• Strong organisational skills with impeccable attention to detail.

• Excellent written and verbal communication.

• Discreet, trustworthy, and confident handling confidential information.

• Able to juggle multiple priorities with judgment and calm under pressure.

• High emotional intelligence and ability to work professionally with senior stakeholders.

• Positive, resourceful, and solutions focused.

• Works well independently but also collaborative and team oriented.