Executive Administrative Assistant, Chief Data & Analytics Office

Are you ready to make a difference in a dynamic, data-driven environment? As an Executive Administrative Assistant, you will play a pivotal role in supporting our Chief Data & Analytics Office, helping to advance our data and analytics capabilities. You will be part of a team that values innovation, collaboration, and excellence. Your organizational skills and adaptability will help us deliver superior business outcomes. This is your opportunity to grow your career and contribute to meaningful transformation.

As an Executive Administrative Assistant in the Chief Data & Analytics Office, you will support executives and their teams by managing complex administrative tasks and coordinating efforts across the department. You will help us drive our data and analytics strategy, ensuring strong governance and effective change management. You will be part of a collaborative team that values adaptability, initiative, and sound decision-making.

Job responsibilities

• Manage and handle complex and detailed calendars, including urgent meetings and conference calls, coordinating logistics with local and overseas offices
• Exercise good judgment when handling confidential information
• Identify and escalate critical issues, following up with necessary actions
• Provide professional telephonic and visitor support, addressing issues and redirecting as appropriate with impeccable etiquette
• Arrange and coordinate domestic and international travel, preparing detailed itineraries and ensuring timely delivery of plans and documents
• Coordinate schedules and logistics for overseas VIP visitors
• Organize high-quality client and senior internal meetings and events, collaborating with internal teams and clients
• Adhere to control policies and procedures, including budget and compliance approvals, documentation, and record keeping
• Process invoices and expense claims for team members and consultants
• Take on new responsibilities as needed to support the team
• Assist with overflow, special projects, and provide backup coverage for other assistants as part of the support pool

Required qualifications, capabilities, and skills

• Minimum of a Polytechnic diploma in Business & Administration or equivalent
• Minimum 4 years of administrative experience
• Strong partnership skills, with proven ability to develop relationships with peers and clients
• Ability to collaborate and work well with others in a fast-paced, team-oriented environment
• Demonstrated ability to prioritize and handle multiple tasks with flexibility
• Experience working with limited supervision, performing under pressure, and meeting tight deadlines
• Excellent interpersonal and communication skills, including experience preparing written correspondence and interacting with senior management
• Meticulous attention to detail, strong organizational skills, and discretion with confidential information
• Strong analytical, problem-solving, and critical thinking skills

Preferred qualifications, capabilities, and skills

• Experience with Concur or similar expense processing systems
• Professional qualifications from reputable training institutes or professional bodies 
• Experience supporting executives in a data or analytics-driven environment
• Ability to adapt procedures and techniques to align with department goals
• Experience coordinating logistics for international travel and VIP visitors
• Familiarity with compliance policies and procedures
• Ability to provide backup coverage and support for other assistants