Executive Assistant, People & Intellectual Capital Group

Role overview

This role supports the Group Head within the People & Intellectual Capital Group by providing secretarial assistance and helping run the daily activities of the office smoothly and efficiently.

Core responsibilities

• Keep the Group Head’s office well organized by managing meetings, appointments, discussions, and timely reminders.
• Prepare and share the Group Head’s daily agenda, including meetings, appointments, and other commitments, while coordinating regularly with Unit Managers and other Group Heads when needed.
• Support travel planning, hotel reservations, stationery requests, and coordination with procurement and administrative teams.
• Act as a link between stakeholders such as end users, administrative teams, and external suppliers for all administration-related matters.
• Track and follow up on requests raised through the Admin Helpdesk, including maintenance services, and through the Technology HelpDesk for user/access administration and hardware procurement.
• Coordinate with CAD for processing staff expense reimbursements and claims.
• Manage staff reimbursement and claim submissions in line with company policy.
• Support onboarding activities for new employees joining PICG.

Skills and experience needed

• Strong maturity and sound judgment to handle different expectations from internal and external stakeholders.
• Excellent communication and interpersonal abilities, with strong English language proficiency.
• Confidence in handling sensitive matters and working in high-pressure situations.
• Ability to stay composed and effective under tight timelines and demanding circumstances.
• Working knowledge of HR systems and procedures.
• Proficiency in MS Office and Outlook, along with solid general computer skills.

Additional notes

The position involves supporting sensitive office matters and requires someone who can manage a busy environment while maintaining professionalism, discretion, and responsiveness.