Job Description

• Executive Assistant function: Acting as the point of contact between the Managing Director and internal staff and external stakeholders. Ensuring the smooth-running of the MD’s day by handling the key responsibilities listed below.
• Finance Support Function: Leading end to end vendor administration & P2P engagements and other defined Finance related tasks
• Sites Services: Coordinate office administrations tasks

Qualification & Experience

• An undergraduate qualification would be an advantage
• Experience as an Executive Assistant
• Office administration experience
• Understanding of finance processes (SAP experience will be advantageous)

Skills & Competencies

• Commitment to professionalism, integrity, and confidentiality, maintaining discretion and confidentiality in handling sensitive information and personnel matters.
• Excellent interpersonal & communication skills (both written and verbal)
• Attention to detail and remain calm under pressure
• Ability to build and foster relationships
• Strong Prioritization Skills; ability to prioritize tasks, manage competing priorities
• Diligent adherence to business integrity principles and an ethics and compliance mindset.
• Ability to work in a team and independently
• Excellent organizational skills and the ability to implement
• Ability to drive day-to-day operational requirement of the job
• Problem solving

Key Responsibilities

General Manager Support:

• Calendar management
• Coordinate Governance Meetings
• Expense reporting
• Coordinate Travel logistics
• Town Hall Governance & internal event coordination
• General communication
• Lead Global Day Of Service* (Annual Social Responsibility Project)

Finance support:

• Vendor management – maintain accurate vendor data, tracking and contracts management
• Defined Administrative tasks and audit compliance support
• End to End engagement with Purchase to Pay (Ariba, Fiori, DSP, SAP) including raising purchase orders,

Site support:

• Vendor account & relationship management
• Supervise receptionists & cleaning staff
• Plan and coordinate office operations and procedures, establishing workflows, systems, and protocols to optimize efficiency, productivity, and organization within the office.
• Manage office facilities and equipment, overseeing maintenance, repairs, and procurement of supplies, furniture, and support daily operations and employee needs.
• Implement and enforce office policies, procedures, and standards, ensuring compliance with regulatory requirements, health and safety guidelines, and company protocols.
• Coordinate office security measures, including access control, surveillance systems, and emergency preparedness plans.