Executive Assistant to the Office of Division Heads
- 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.
- 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.
- 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.
- 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)