Summary
This role serves as a key coordination support to leadership, ensuring smooth day-to-day operations through managing schedules, travel, expenses, and assisting in project tracking and stakeholder follow-ups.
Duties and Responsibilities
1. Executive Support
- Provide day-to-day administrative support to the Managing Director, including scheduling meetings and coordinating logistics
- Assist in preparing meeting materials and taking notes, ensuring action items are documented and followed up
- Support handling of confidential documents and maintain proper filing of contracts and records
2. Project Coordination Support (PMO)
- Assist in tracking project timelines, milestones, and deliverables across different teams
- Maintain and update project trackers, status reports, and documentation
- Support coordination of project meetings, including scheduling, preparing materials, and capturing meeting minutes
- Follow up with stakeholders on action items and updates to ensure timely progress
- Escalate any delays or issues to the reporting manager where needed
3. Travel & Logistics Coordination
- Coordinate travel arrangements including flights, accommodation, and transport for leadership team members
- Support preparation of travel itineraries and ensure alignment with meeting schedules
- Assist in handling changes to travel plans and resolving basic travel-related issues
4. Expense & Administrative Support
- Process and review expense claims to ensure completeness and compliance with company policies
- Support reconciliation of corporate card statements and follow up on discrepancies
- Coordinate with Finance team on submission and tracking of expense reports
5. Visitor & Meeting Coordination
- Assist in arranging logistics for visitors, including meeting rooms, access passes, and basic hospitality
- Coordinate with internal teams (e.g. security, IT, facilities) to ensure smooth visitor access
- Maintain visitor records and support compliance with internal procedures
6. General Administrative Support
- Provide administrative and coordination support across different functions as required
- Assist in maintaining documentation, templates, and filing systems
- Support process improvements by highlighting inefficiencies or gaps in current workflows
Requirements
- Minimum 1-2 years of experience in executive support, administrative coordination, or similar role
- Previous experience supporting C-level executives preferred
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Organized and detail-oriented
- Able to work independently and as part of a team
- Able to handle sensitive and confidential information appropriately
- Good communication and interpersonal skills
- Flexibility to adapt to changing priorities and work under pressure
