Executive Coordinator

• Manage executive calendars, meetings, and appointments.
• Organize travel arrangements, meeting agendas, and schedules when required.
• Monitor executive inboxes and highlight important emails requiring attention.
• Follow up on action items and ensure deadlines are met.
• Coordinate meetings and prepare meeting notes when required.

• Format, proofread, and organize presentations, proposals, reports, and other business documents.
• Maintain organized digital filing systems and documentation.
• Coordinate internal communication between departments.
• Assist in improving administrative processes and operational efficiency.
• Track ongoing tasks and provide regular status updates to management.

HR Administration

• Collect, organize, and maintain employee documentation and personnel records.
• Support onboarding and offboarding activities.
• Monitor document expiry dates and ensure employee records remain up to date.
• Assist with internal HR coordination and administrative tasks.

• Coordinate with external marketing agencies and internal stakeholders.
• Follow up on social media content schedules and marketing deliverables.
• Assist with website content updates and marketing materials.
• Ensure marketing activities are completed according to agreed timelines.

• Act as a central point of coordination between management and internal teams.
• Assist with company events, meetings, and internal initiatives.
• Perform other administrative and coordination duties as assigned by management.

Qualifications

• University or equivalent experience.
• 2+ years of experience in an administrative, executive support, coordination, or operations role.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills in English.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize multiple tasks and work independently.
• High attention to detail and strong problem-solving skills.
• Professional, proactive, and trustworthy with confidential information.

• Familiarity with project management and collaboration tools (e.g., ClickUp, Monday.com, Trello, Notion, Microsoft Teams).
• Basic understanding of HR administration and marketing coordination.
• Experience coordinating with external vendors or agencies.
• Comfortable using artificial intelligence (AI) tools to automate repetitive tasks, organize information, prepare documents, and enhance day-to-day productivity.

• Highly organized and dependable.
• Positive attitude with a willingness to learn.
• Strong sense of ownership and accountability.
• Excellent interpersonal and relationship-building skills.
• Able to anticipate needs and take initiative without constant supervision.

• Executive schedules are well organized and optimized.
• Important emails and follow-ups are never missed.
• Business documents are professional and delivered on time.
• Employee records remain accurate and up to date.
• Marketing activities are coordinated effectively with external partners.
• Management can focus on strategic priorities, knowing day-to-day coordination is handled efficiently.