Executive Assistant to the Director

Company Sim Packaging Solutions and Birus Property Services

Role : Executive Assistant to the Director

Reports to Director

Function: Executive support - Schedule management, meetings, Follow-ups, Minutes and Reporting, Office administration

Internal  relationships : All departments and teams across both companies

External relationships: Clients, suppliers, service providers (as directed)

Purpose

To deliver professional, proactive administrative and operational support to the Director. Manage schedules, office errands, cross-team follow-ups on agreed actions, take minutes, prepare reports, and handle coordination so the Director can focus on strategic priorities across both companies.

Key result areas and responsibilities

Key result area: Operational tasks; Technical tasks

Schedule and calendar management

Manage daily, weekly, monthly, quarterly calendar; prioritize meetings and travel; resolve conflicts Maintain shared calendars, issue invites with agendas, protect strategic time

Meeting support and minutes

Organize meetings, take accurate minutes, distribute action logs promptly Capture decisions and deadlines clearly, maintain organized meeting records

Follow-up and action tracking

Follow up with teams on agreed closures, track progress, escalate blockers Maintain action trackers, prepare status summaries, drive accountability

Office administration and errands

Handle office errands, correspondence, document management and logistics Process emails, maintain filing systems, coordinate travel and suppliers

Reporting and documentation

Prepare daily/weekly/monthly reports and briefing notes Create clear professional reports, maintain document control and confidentiality

Coordination and Communication

Act as liaison between Director and teams, ensure smooth information flow

Draft professional correspondence, coordinate multi-team updates

Most critical KPIs

KPI Target Measurement method Weight

Schedule Accuracy 98% Calendar audit and Director feedback 15%

Timely follow-ups and closures 95% actions followed up on time, >90% closure rate Action tracker and weekly status reports 20%

Minutes quality and timeliness 100% distributed within 24 hours, >95% accuracy Distribution time and review feedback 15%

Report quality and timeliness 100% on time and professional standard Submission deadlines and Director feedback 15%

Administrative efficiency >95% tasks completed accurately and on time Task completion log 15%

Confidentiality and professionalism Zero breaches Incident log and stakeholder feedback 20%

Competency Matrix

Core leadership R.L Technical R.L Core values R.L

Accountability and Ownership 5 Calendar and schedule management 5 Integrity 5

Communication and Influence 5 Minutes and professional writing 5 Teamwork 5

Proactivity & Anticipation 5 Microsoft Office /Digital Tools 5 Collaboration 5

Attention to Detail 5 Action Tracking Systems 5 Accountability 5

Discretion & Confidentiality 5 Report Preparation 5

Strategic thinking 4 Market and commercial awareness 4

Personal specifications

Category Requirements

Education

Diploma or bachelor’s degree in business administration, Office Management or related field

Experience

5–7 years as Executive/Personal Assistant supporting Director/senior leadership; multi-company or multi-unit experience preferred; strong MS Office proficiency

Key skills and attributes

Excellent organization and time management; strong written and verbal communication; high discretion and integrity; proactive, detail-oriented and results-driven; able to work under pressure and manage multiple priorities; effective across all organizational levels

How to Apply: All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section