DIARY AND AGENDA MANAGEMENT

• Manage and maintain a complex executive calendar, including meetings, appointments, calls and other commitments.
• Plan and structure daily, weekly and monthly executive agendas.
• Coordinate meetings across multiple time zones and with internal and external stakeholders.
• Identify and resolve scheduling conflicts proactively.
• Ensure the executive is fully prepared for upcoming meetings and engagements.
• Prepare meeting schedules, agendas, briefing information and supporting documentation.
• Track meeting outcomes, action points and follow-ups.
• Proactively review upcoming commitments and anticipate scheduling requirements.

BUSINESS TRAVEL MANAGEMENT

• Plan and coordinate domestic and international business travel from start to finish.
• Arrange flights, hotels, airport transfers, ground transportation and other travel requirements.
• Develop detailed travel itineraries covering flights, accommodation, meetings, transfers and logistical arrangements.
• Coordinate complex multi-country and multi-destination travel schedules.
• Manage last-minute changes, cancellations, delays and other travel disruptions.
• Liaise with airlines, hotels, travel agencies, transport providers and other external suppliers.
• Ensure travel arrangements are aligned with the executive's schedule and business commitments.

BUSINESS VISA & TRAVEL DOCUMENTATION

• Coordinate business visa applications and requirements for international travel.
• Research visa requirements and entry conditions for different destinations.
• Prepare and organise supporting documentation for visa applications.
• Coordinate invitation letters, supporting letters, hotel confirmations and flight itineraries.
• Monitor visa application deadlines, processing times and passport requirements.
• Maintain records of visa validity, passport information and other relevant travel documentation.
• Liaise with embassies, consulates, visa agencies and other relevant authorities when required.

EXECUTIVE SUPPORT

• Provide high-level administrative and organisational support to the senior executive.
• Prepare correspondence, presentations, reports, briefing documents and other materials.
• Manage and prioritise incoming communications where appropriate.
• Coordinate with internal departments and external stakeholders on behalf of the executive.
• Handle confidential and sensitive information with complete discretion.
• Assist with corporate events, conferences, meetings and executive engagements.
• Maintain organised electronic and physical filing systems.
• Support ad hoc projects and assignments as required.

CANDIDATE PROFILE

• 3-5 years experience as an Executive Assistant, Personal Assistant, Executive Coordinator or similar position supporting a senior executive.
• Strong experience in diary, calendar and agenda management.
• Demonstrated experience coordinating domestic and international business travel.
• Experience handling business visas and international travel documentation is highly advantageous.
• Excellent organisational and time-management skills.
• Strong attention to detail and ability to anticipate requirements.
• Excellent written and verbal communication skills.
• Ability to manage confidential information with discretion and professionalism.
• Strong problem-solving and prioritisation abilities.
• Ability to work independently and take ownership of responsibilities.
• Comfortable interacting with senior executives and external stakeholders.
• Proficiency in Microsoft Office, particularly Outlook, Word, PowerPoint and Excel.
• Flexibility to adapt to changing schedules, priorities and travel requirements.