This role is for an Executive Assistant focused on providing high-level support to senior executives within the Finance division at Tatu City Limited. The position requires managing complex administrative, logistical, and strategic tasks to ensure the smooth operation of the executive office, with a specific emphasis on supporting finance and business strategy functions.
Key Functions
Executive Support & Coordination
- Coordinate internal and external meetings, prepare agendas, draft minutes, and ensure timely follow-up on action items and deadlines.
- Manage complex calendars for senior executives, including scheduling meetings, setting up conference calls, and arranging catering when needed.
- Handle incoming calls, screen communications, and filter outgoing correspondence whilst maintaining confidentiality.
- Keep track of executive’s important tasks and maintain deadlines.
- Meet and greet visitors for the executives, ensuring a professional and welcoming environment.
Finance, Procurement & Business Strategy Support
- Assist with financial reporting cycles, budget preparation, and audit readiness.
- Support procurement workflows, vendor coordination, and compliance documentation.
- Track key financial and procurement milestones to ensure timely approvals and execution.
- Coordinate data collection and analysis for business performance tracking and strategic projects.
- Facilitate communication between strategy teams and other departments to keep initiatives on track.
- Assist in organizing quarterly business reviews, leadership offsites, and strategic planning sessions.
Travel & Logistics
- Arrange and manage travel plans for executives, including flights, accommodation, transportation, and meal coordination.
- Organize logistics for external stakeholder events and meetings, including guest travel and accommodation when required.
- Process expense claims and advances for the executives.
Information & Document Management
- Maintain filing systems (electronic and paper) and contact databases.
- Prepare briefing materials, presentations, and dashboards for strategic reviews and leadership meetings.
- Identify, anticipate, and prepare information required for meetings; follow up on inward and outward requests for reports and correspondence.
Process Improvement
- Identify opportunities to streamline administrative processes for efficiency.
- Develop SOPs and templates for recurring tasks across finance and strategy functions.
Requirements
- Bachelor’s degree in Business Administration, Finance, Economics, or related field.
- At least 5 years of experience supporting senior executives, preferably in finance or strategy roles.
- Strong proficiency in Microsoft 365 (MS Word, Excel, PowerPoint, Teams) and familiarity with ERP systems.
- Experience of collating information and producing high quality correspondence, reports and presentations.
- Recognized secretarial or administrative qualification is beneficial but not essential.
- Time management and ability to meet deadlines.
- Strong organizational skills and ability to multitask.
