Executive Assistant

Family Description

Corporate Services (AD) consists of executive, professional, and support services in the areas of general administration, facility and real estate management, health, security, and secretarial services as well as external affairs and information services. Comprises other enterprise-wide functions such as trainees.

Subfamily Description

Administration & Support (ASU) covers the performing of clerical, secretarial, and general administrative support services to the business and senior executives in the organisation. Acts as a coordinator between different interest groups.

Qualifications

1. Operational Scope & Contribution

• Executive Support: Manage and coordinate complex, day-to-day administrative and operational activities to ensure departmental and project objectives are met.
• Problem Solving: Conduct root-cause analysis on complex operational or administrative bottlenecks, developing and implementing strategic recommendations to optimize workflows.
• Project Coordination: Oversee short-term departmental projects, tracking milestones, managing documentation, and ensuring timely delivery.
• Supervisory Duties (If Applicable): Provide first-line solid-line management or mentorship to junior administrative staff, coordinating workloads and ensuring high-quality output.

2. Impact & Accountability

• Quality Assurance: Take full ownership of the quality, accuracy, and efficiency of individual and team deliverables.
• Risk Mitigation: Ensure precise execution of tasks, understanding that administrative or operational errors can have direct program, project, or functional impacts.

3. Communication & Stakeholder Management

• Leadership Alignment: Communicate effectively with functional leadership regarding team status, operational matters, and technical updates.
• Senior Briefings: Prepare and conduct high-level briefings for senior leaders within the business function.
• Operational Negotiation: Negotiate operational issues, resource allocations, or scheduling conflicts with internal and external stakeholders.
• Global Collaboration: Leverage cross-cultural knowledge and a global mindset to coordinate effectively across diverse, international teams.

4. Innovation & Adaptability

• Process Improvement: Proactively identify opportunities for innovation, suggesting and implementing non-standard approaches to resolve complex issues.
• Change Resilience: Demonstrate high adaptability and initiative in rapidly changing business environments, with a willingness to step into new roles, projects, or locations as required.

Responsibilities

Operates highly effectively across diverse, mixed, or hybrid work environments, systematically applying industry best practices and a keen awareness of internal and external business trends to continuously optimize and elevate the quality of products, processes, or services.

Strategic Business Acumen & Cross-Functional Integration: Leverages in-depth business knowledge and a strategic understanding of how different functional areas, systems, and departments interconnect to align collaborative efforts and successfully drive overarching organizational objectives.

Advanced Analytical Problem-Solving & Innovative Thinking: Employs advanced diagnostic and analytical skills to resolve highly complex, non-routine problems that lack standard or established solutions, consistently approaching operational challenges with a fresh perspective to design creative, adaptable strategies.