Executive Assistant (Corporate Function)

Qualifications

The Executive Assistant provides high-level administrative and operational support to two senior leadership executives (SVP, Finance and Strategy, APAC and TRWW and Demand Planning Head), serving as a trusted partner in ensuring the smooth management of day-to-day activities. This role is responsible for managing complex calendars, coordinating meetings and travel, preparing communications and reports, and overseeing expense and claims submissions. Acting as the primary point of contact for both internal and external stakeholders, the Executive Assistant exercises sound judgment, professionalism, and discretion in handling sensitive information. The role requires exceptional organizational skills, strong attention to detail, and the ability to anticipate needs and proactively resolve challenges, enabling the executive to focus on strategic priorities and business outcomes.        

The incumbent will assist and support the SVP, Finance and Strategy, APAC and TRWW and the Demand Planning Head with internal coordination across corporate initiatives, meetings and projects and also data analysis and presentation preparation.

Where necessary, the individual will provide basic administrative support for other groups within Finance team and Demand Planning team. 

1. SKILLS

• Proficient in most Microsoft applications
• Good written and oral communication
• Experience in regional office coordination
• Positive change attitude

2. COMPETENCIES

• Discreet, tactful, diplomatic and highly adaptable
• Comfortable handling sensitive information.
• Demonstrate learning agility.
• Building relationships with respect and trust.
• Good team player, flexible in approaching work situations
• Able to handle variety of tasks yet good in time management and deadlines
• Accurate, high work energy
• Meticulous and detail-oriented
• Able to manage high level of work stress

Description

1. Calendar & Scheduling / Travel and Logistics

• Managing and prioritizing the executive’s calendar.
• Scheduling meetings, appointments, and travel itineraries.
• Anticipating scheduling conflicts and resolving them proactively.
• Working with stakeholders to ensure meetings and appointments run smoothly.
• Organizing flights, accommodations, transportation, and itineraries.
• Preparing travel packs with relevant documents and details.
• Handling last-minute changes and troubleshooting issues during travel.

2. Communication & Correspondence

• Screening phone calls, emails, and other communications and directs them to Executive’s attention according to aligned priorities.
• Drafting, reviewing, and sending communications on behalf of the executive and/or working with the corporate communications team for external communications.
• Acting as a gatekeeper and liaison between the executive and internal/external stakeholders.
• Communicates with the Executive’s departments/team on business activities and collect information for both Executives.

3. Expense & Claims Management

• Preparing, reviewing, and submitting expense reports on behalf of the executive.
• Ensuring compliance with company policies for claims and reimbursements.
• Tracking corporate card usage, receipts, and supporting documentation.
• Monitoring budgets and identifying discrepancies in expense records.
• Coordinating with finance teams to resolve queries and ensure timely reimbursement.

4. Meeting & Event Support

• Preparing agendas, briefing documents, and presentation materials.
• Taking notes/minutes during meetings and tracking follow-ups.
• Coordinating logistics for conferences, board meetings, and team events.

5. Document & Information Management

• Managing files, records, and confidential documents.
• Preparing reports, presentations, and spreadsheets.
• Conducting research and compiling data for decision-making.

6. Project & Task Management

• Supporting special projects by tracking progress and deadlines.
• Coordinating across departments to ensure tasks are completed.
• Assisting with budget tracking and expense reports.
• Arrange and coordinate company-wide business meetings and business related social functions together with the EAs (For e.g. Sales Cycle Meeting and bi-annual townhall)

7. Confidential & Strategic Support

• Handling sensitive information with discretion.
• Providing input and recommendations where appropriate.
• Anticipating the executive’s needs and preparing solutions in advance.