Executive Assistant at Glico Group

The Executive Assistant oversees special projects, manages complex schedules, coordinates high- profile meetings, and ensures seamless operational efficiency within the executive department while upholding utmost confidentiality and professionalism.

Key Responsibilities

·       Manage an active calendar of appointments, coordinate complex travel arrangements, and complete expense reports for the Executive Office.

·       Serve as the gatekeeper and primary liaison for internal and external stakeholders, handling inquiries with diplomacy and professional discretion.

·       Draft, review, and edit high-quality correspondence, speeches, presentations, memoranda, and corporate reports on behalf of the Chief Executive Officer.

·       Plan, coordinate, and ensure the Chief Executive Officer's schedule is followed and respected, providing a "gatekeeper" and "gateway" role for direct access.

·       Coordinate Board of Directors and Board Committee meetings, including the timely preparation and distribution of agendas, board packs, and minutes.

·       Act as a bridge for smooth communication between the Chief Executive Officer's office and internal departments, demonstrating leadership to maintain credibility and trust.

·       Manage, track, and follow up on action points arising from executive management meetings and strategic corporate initiatives.

·       Conduct comprehensive research, analyse data, and compile background briefing documents to prepare the Chief Executive Officer for meetings, conferences, and media appearances.

·       Maintain an organised, secure, and confidential digital and physical filing system for executive documents, corporate records, and legal contracts.

·       Collaborate closely with the Brand, Marketing and Communications Department on executive- level internal and external communications.

·       Review incoming operational reports for the Chief Executive Officer's attention and flag high- priority matters requiring immediate action.

·       Screen, prioritize, and route incoming phone calls, emails, and physical mail addressed to the Executive Office.

·       Liaise with external stakeholders, regulators, and corporate clients to foster strong institutional relationships.

·       Support special projects and cross-functional tasks assigned by the Chief Executive Officer to drive corporate objectives.

·       Keep abreast of corporate governance requirements, industry trends, and internal policy frameworks.

·       Any other task as assigned by Chief Executive Officer.

Key Performance Indicators (KPIS)

·       Timely and accurate management of the Chief Executive Officer's calendar, travel, and logistics.

·       Speed, quality, and discretion in drafting executive correspondence and board packs.

·       Level of organisational efficiency and confidentiality maintained within the Executive Office.

·       Stakeholder satisfaction with communication and professional interaction.

·       Effective tracking and timely closure of action items from executive meetings.

·       Smooth coordination of high-profile executive and board-level events.

Qualifications

·       Bachelor's degree in Business Administration, Public Relations, Communication, Social Sciences, or a related field.

·       A relevant professional certification (e.g., CIAMC, The Chartered Governance Institute / CGI, or a recognized Executive Assistant certification) or a Master's degree is a distinct advantage.

Experience

·       Minimum of three (3) years' experience as an Executive Assistant, Board Secretary, or high-level administrative professional, preferably within the insurance, healthcare, financial services, or corporate sector.

·       Proven track record of supporting C-Suite executives and interacting effectively with Board members and regulatory bodies.

Technical Skills

·       Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·       Strong familiarity with virtual meeting platforms (Zoom, MS Teams) and digital collaboration tools.

·       Advanced business writing, editing, and minutes-taking skills.

·       Solid understanding of corporate governance, board procedures, and corporate etiquette.

·       Experience with electronic filing, document management, and data handling systems.

Competencies

·       Exceptional organisational and multitasking skills.

·       High level of integrity, professional discretion, and confidentiality.

·       Strong verbal and written communication skills.

·       Emotional intelligence, tact, and diplomatic interpersonal skills.

·       Proactive problem-solving and critical thinking ability.

·       Strict attention to detail.

·       Ability to work under pressure and adapt to shifting priorities in a fast-paced environment.

·       Customer-focused and stakeholder-oriented mindset.

·       Team player with strong collaboration skills.

Success Profile

The successful candidate is a highly organised, proactive, and polished professional who anticipates the Executive Office's operational needs before they arise. He/She will demonstrate flawless attention to detail, handle sensitive information with the utmost confidentiality, and project a professional image that aligns with GLICO Group's premium brand standards.