Executive Assistant  

1. Administrative Support & Coordination

• Manage the Division Manager’s calendar, schedule meetings, and coordinate appointments, ensuring alignment with business priorities.
• Organize and document departmental meetings, prepare agendas, take minutes, and track follow-up actions.
• Monitor and track the status of approval documents (contracts, memos, expense requests, etc.), ensuring timely processing and communication.
• Draft, edit, and format internal communications, reports, and memos with accuracy and consistency.
• Maintain well-organized digital and physical filing systems for project documentation, business records, and expense files.
• Handle sensitive information with discretion and maintain a professional demeanor in all administrative interactions.

2. Process Monitoring & Standardization

• Support the development, documentation, and standardization of templates, checklists, and reports across all departments and units.
• Track onboarding processes for new hires to ensure that orientation, training, and integration align with company standards and deadlines.
• Collaborate with HR in coordinating recruitment activities — from scheduling interviews to assisting with candidate evaluation and documentation.
• Monitor performance evaluation timelines and ensure that feedback sessions and assessments are completed promptly.
• Recommend and implement process improvements to enhance efficiency and alignment across departments.
• Business Partnership & People Operations
• Serve as a strategic partner to the Division Manager and department heads (e.g., HR, Accounting, Sales, Solutions Delivery) to align administrative and operational activities with business goals.
• Support people operations by coordinating workforce planning, staffing requests, and internal mobility initiatives.
• Partner with corresponding units or departments to facilitate employee engagement programs, training sessions, and organizational culture and team development activities.
• Provide guidance on company processes, policies, and compliance requirements to ensure consistency across teams.
• Promote a positive workplace culture by championing initiatives that support employee well-being, inclusion, and professional growth.

3. Cross-Division Collaboration

• Act as the administrative and operational liaison between the assigned division and other key departments such as HR, Accounting, Sales and Marketing, and/or Solutions Delivery.
• Facilitate communication and collaboration for cross-functional projects, ensuring clear documentation and alignment with strategic goals.
• Coordinate logistical requirements for interdepartmental initiatives, training sessions, and divisional meetings.
• Support company-wide initiatives that require coordination across multiple teams or divisions.

4. Reporting & Tracking

• Maintain up-to-date tracking systems and dashboards for departmental metrics, including KPIs, staffing updates, onboarding progress, and employee performance.
• Prepare daily, weekly, monthly, and quarterly summary reports to support management’s strategic decision-making.
• Ensure all reports are accurate, timely, and presented in a clear, professional format.

• At least 6 months or a year of relevant experience
• Excellent organization, time management, coordination, analytical, interpersonal and networking skills
• Fast and forward-thinker
• Excellent business communication & presentation skills
• Ability to pay attention to details
• Proficient with Microsoft Office Suite and HR tools and software (HRIS, Lark)