Executive Support & Daily Operations
Manage the executive’s calendar, including prioritizing meetings, coordinating complex schedules, and organizing daily activities to ensure optimal time allocation;
Prioritize the executive’s daily workflow and support timely completion of outstanding tasks;
Act as a liaison to the executive, maintaining the appointment agenda and ensuring the VP is fully informed of commitments, deadlines, and upcoming priorities;
Receive, screen, and route incoming telephone calls; place outgoing calls and manage communication flows efficiently;
Open, scan, sort, and route executive mail and correspondence based on importance and urgency.
Meeting & Event Coordination
Plan and coordinate meetings and events on behalf of the VP Finance, Legal & IT, including preparing meeting schedules and notifying participants;
Prepare conference agendas, travel materials, and supporting documentation such as reports, files, and records;
Record meeting minutes, track action items, and ensure timely follow‑up with responsible stakeholders.
Documentation & Reporting
Prepare executive briefs, summaries, and background materials to support informed decision‑making;
Compose business correspondence and documents, including those drafted from marginal notes or verbal instructions, often involving confidential or specialized legal, financial, and technical terminology;
Compile and prepare regular and ad‑hoc reports by collecting, selecting, and synthesizing data from various sources.
Corporate Communication, Legal & Compliance Support
Manage company correspondence in alignment with legal requirements and internal policies;
Oversee contract management processes and ensure smooth signature workflows, acting as a liaison between the Administrator(s) and operational departments;
Serve as the organization’s official Archiver, responsible for maintaining and organizing the company archive and coordinating with the National Archive authorities.
Administrative Projects & Additional Duties
Coordinate and expedite the completion of assigned administrative projects across functional areas;
Execute any other tasks assigned by the hierarchical superior in support of the company’s short‑term strategies, ensuring adherence to legal and quality system standards.