Executive Assistant - Executive Chairman

JOB SUMMARY

The Sr. Executive Assistant (Sr. EA) plays a critical role in enhancing the efficiency, productivity, and effectiveness of the Executive Chairman, with additional support to other senior executives as needed. The Sr. EA serves as a strategic partner and extension of the Executive Office, exercising independent judgment in managing priorities, information flow, and executive‑level coordination on behalf of the Executive Chairman.

The Sr. EA is accountable for directly enabling the Executive Chairman to focus on high‑level initiatives, strategic leadership, and decision‑making, while also serving as a key liaison to the Senior Manager of Corporate Administration.

The Sr. EA operates with a high level of autonomy in managing the Executive Chairman’s priorities in close alignment with the Senior Manager of Corporate Administration to ensure seamless coordination across the Executive Office. The Sr. EA handles executive‑specific tasks such as scheduling, communications, and confidential information management in support of broader corporate administration functions (e.g., board, shareholder, governance, and global reporting) as led by the Senior Manager of Corporate Administration.

The Sr. EA supports these broader functions by preparing materials, coordinating information, and ensuring effective execution under the Senior Manager of Corporate Administration’s direction.

This role requires strong judgment, discretion, and adaptability, balancing independent ownership of Executive Chairman‑facing responsibilities with collaborative execution of corporate administration priorities.

• Calendar Management: Independently manage the Executive Chairman’s calendar; support other senior executives’ scheduling as requested. Coordinate with the Senior Manager of Corporate Administration to ensure alignment with board, governance, and corporate administration activities.
• Communications: Act as a first point of contact for the Executive Chairman’s correspondence; draft, review, and route communications as appropriate. Escalate corporate‑level or governance‑related communications to the Senior Manager of Corporate Administration.
• Travel Arrangements: Manage Executive Chairman’s travel logistics; provide additional support for other executives if assigned. Coordinate with Senior Manager of Corporate Administration for travel related to board or GTB events.
• Task Prioritization: Independently assess, prioritize, and manage the Executive Chairman’s priorities, ensuring deadlines and commitments are met, while keeping the Senior Manager of Corporate Administration informed of overlaps with broader corporate priorities.

• Meeting and Report Preparation: Prepare agendas, briefing materials, and notes for Executive Chairman’s meetings. When materials relate to governance, board, or shareholder issues, work under the Senior Manager of Corporate Administration’s direction to ensure consistency and compliance.
• Confidential Information Management: Independently handle highly sensitive information for the Executive Chairman. Maintain strict confidentiality and coordinate with the Senior Manager of Corporate Administration to align document management systems.
• Financial Oversight: Provide analysis and updates to the Executive Chairman regarding budgets and CAPEX projects. Collaborate with the Senior Manager of Corporate Administration and Finance team to ensure consistency with corporate reporting.
• Document Organization: Maintain systematic records for the Executive Chairman’s Office; align filing practices with the broader structure overseen…