Job Summary

• The Executive & People and Culture Assistant plays a dual role supporting both executive leadership and the People & Culture P&C function. This position demands a high level of discretion, initiative, organisation, and interpersonal acumen. You’ll be the backbone of executive coordination and a culture champion, enhancing employee experience, supporting Human Resources and operations programs, and contributing to a thriving workplace.

Responsibilities

Executive Support

• Manage executive and company calendars, meetings, travel, and communications
• Prepare company wide reports, briefings, presentations, and correspondence
• Coordinate internal and external meetings, workshops, and events
• Track strategic follow-ups, action items, and deliverables
• Handle confidential information with discretion 
• Act as a liaison between executives and internal / external stakeholders.

People & Culture Support

• Assist with recruitment:  posting jobs, scheduling interviews, managing applicant communications, maintaining candidate pipelines
• Support on boarding and off boarding processes
• Maintain accurate employee records and documentation
• Assist in coordinating training sessions 
• Perform periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately
• Coordinate employee engagement activities including town hall meetings and internal communications
• Assist in developing and implementing HR initiatives, policies, and procedures
• Provide first-line P& C support and uphold confidentiality and compliance
• Supervise support staff

Office Management

• Oversee daily office operations to ensure cleanliness, orderliness, and functionality
• Supervise support staff cleaners, gardener, security., assigning duties and monitoring performance
• Coordinate with vendors and service providers to ensure standards are met
• Ensure security protocols are followed and liaise with building/security personnel
• Keep inventory of supplies and manage procurement needs

Cross-Functional Collaboration

• Collaborate with Operations and all departments to support employee life cycle processes
• Assist to coordinate internal training, team-building events, and performance review processes.
• Support internal communications and contribute to building an inclusive, vibrant culture.

Qualifications and skills

• Bachelor's degree in HR, Business Administration, or a related field 
• At least three 3 years of experience in an executive assistant or HR support role
• Strong organisational and multitasking abilities
• Excellent communication written and verbal 
• Problem solving and interpersonal skills 
• Exhibits sound judgement with ability to prioritise and make decisions
• Proficiency in Microsoft Office Suite and collaboration tools
• Knowledge of HR systems e.g., Bamboo HR is a plus
• High integrity and ability to handle sensitive information with discretion

What Success Look like  

• Seamless executive support that enhances Executive Committee Ex Co & Managers efficiency
• Positive employee experience through responsive, empathetic HR assistance
• A well-organised, inclusive, and vibrant work environment

Key Performance Indicators KPIs

Executive Support

• Calendar Accuracy & Efficiency: 100% of meetings scheduled without conflicts or rescheduling
• Task Turnaround Time: Within 8 hours to complete executive requests or follow-ups
• Meeting Preparedness: 100% of meetings with agendas and materials prepared in advance
• Confidentiality & Discretion: Zero breaches in handling sensitive information
• HR Documentation Accuracy: 100% of employee records maintained without errors