Reports to: Group Managing Director / Group CEO
Direct Reports: Administrative Assistants, Office Support Staff and other personnel assigned to the Executive Office, where applicable
The Executive Assistant - Legal & Administration provides high-level executive, legal administrative and corporate support to the Group Managing Director/Group CEO.
The role is responsible for managing executive office activities, coordinating meetings and correspondence, maintaining confidential corporate records, supporting legal and contractual documentation, monitoring statutory and regulatory requirements, and ensuring timely follow-up on decisions and actions arising from Management and Board meetings.
The role will support the administration of the Group and its subsidiaries, including businesses operating across Hospitality and Real Estate, and will liaise with internal departments, subsidiary management teams, external legal counsel, government agencies, regulatory bodies, consultants, clients and other stakeholders as required.
The Executive Assistant will ensure that the Executive Office operates efficiently, confidential matters are properly handled, legal and administrative documentation is well organised, and assigned actions are followed through to completion.
- Provide comprehensive administrative and executive support to the Group Managing Director/Group CEO.
- Manage the Executive\'s calendar, appointments, meetings and engagements.
- Coordinate daily schedules and ensure timely communication of appointments and commitments.
- Prepare meeting schedules, agendas, briefing notes and supporting documents.
- Screen and coordinate correspondence, requests and communications directed to the Executive Office.
- Maintain an organised filing and follow-up system for executive matters.
- Assist with travel arrangements, accommodation and itineraries where required.
- Ensure the Executive is adequately prepared for meetings and engagements.
Legal Administrative Support
- Provide administrative support in the coordination of legal matters affecting the Group and its subsidiaries.
- Maintain records of legal documents, agreements, contracts, notices, licences and regulatory correspondence.
- Coordinate the review and execution of legal documents with internal and external legal advisers.
- Maintain a register of contracts and agreements across the Group.
- Monitor expiry dates, renewal dates and key obligations under important contracts.
- Track outstanding legal matters and ensure appropriate follow-up.
- Assist in preparing documents required by the Group\'s lawyers and external legal counsel.
- Ensure legal documents are properly stored, indexed and accessible to authorised personnel.
Contract and Agreement Administration
- Maintain a central database of Group contracts and agreements.
- Track contract commencement dates, expiry dates, renewal periods and key obligations.
- Follow up with relevant departments on contracts requiring renewal, review or action.
- Coordinate the circulation of agreements for review and approval.
- Maintain executed copies of contracts and supporting documentation.
- Ensure contracts are properly filed according to the relevant subsidiary or business unit.
- Escalate expiring or outstanding contractual matters to Management and/or Legal Counsel.
- Assist in maintaining confidentiality of sensitive commercial and contractual information.
- Corporate Governance Support
- Support the Executive Office in coordinating corporate governance activities.
- Assist with preparation and circulation of Board and Management meeting materials.
- Prepare meeting notices, agendas and administrative documents as required.
- Record or coordinate the preparation of minutes of meetings.
- Maintain records of Board and Management resolutions.
- Maintain an action tracker for decisions arising from Board and Management meetings.
- Follow up with responsible officers on outstanding actions.
- Ensure sensitive governance documents are securely maintained.
Board and Management Meeting Coordination
- Coordinate schedules for Board, Management and Executive meetings.
- Prepare meeting invitations and supporting documentation.
- Ensure meeting rooms, technology and other requirements are arranged.
- Compile reports and documents required for meetings.
- Take minutes or coordinate minute-taking where assigned.
- Circulate approved minutes and action points to relevant stakeholders.
- Maintain a confidential record of meeting proceedings and resolutions.
- Monitor implementation of approved actions.
Regulatory and Compliance Administration
- Maintain a calendar of important statutory, regulatory and corporate compliance deadlines.
- Support the Executive Office and Legal team in monitoring compliance requirements across subsidiaries.
- Follow up with relevant departments on required licences, permits, registrations and renewals.
- Maintain records of regulatory filings and correspondence.
- Coordinate documentation required by regulatory authorities.
- Assist with monitoring compliance requirements relating to the Group\'s Hospitality and Real Estate businesses.
- Escalate missed deadlines, outstanding filings or potential compliance issues.
- Maintain a compliance tracker for matters assigned to the Executive Office.
Hospitality and Real Estate Administrative Support
- Provide administrative support on corporate and legal matters affecting the Group\'s hospitality businesses.
- Coordinate documentation relating to hotel, restaurant, events and other hospitality operations where required.
- Support the administration of property-related agreements, leases, tenancy documentation and other real estate records.
- Maintain organised records for property documentation, development agreements and relevant approvals.
- Coordinate communication between the Executive Office and subsidiary management.
- Track important administrative and legal matters across hospitality and real estate subsidiaries.
- Ensure sensitive property and commercial documents are appropriately maintained.
- 8. Correspondence and Communication Management
- Draft, format and review official correspondence on behalf of the Executive Office.
- Manage incoming and outgoing correspondence requiring executive attention.
- Prepare letters, memos, notices and other official documents.
- Ensure correspondence is properly referenced, documented and filed.
- Maintain professional communication with internal and external stakeholders.
- Ensure sensitive correspondence is handled discreetly.
- Follow up on communications requiring responses or action.
- Maintain appropriate records of significant executive correspondence.
Documentation and Records Management
- Maintain an organised electronic and physical filing system for Executive Office documents.
- Maintain confidential records of corporate, legal, administrative and executive documents.
- Ensure documents are correctly named, classified and securely stored.
- Retrieve documents promptly when required by authorised personnel.
- Maintain document version control where applicable.
- Ensure obsolete or superseded documents are appropriately archived.
- Protect confidential and sensitive information from unauthorised access.
Follow-Up and Action Tracking
- Maintain an Executive Office action tracker.
- Monitor outstanding instructions and decisions issued by Management.
- Follow up with responsible departments and subsidiary heads.
- Provide regular updates on outstanding actions.
- Escalate overdue or unresolved matters to the Executive.
- Track deadlines for important legal, administrative and corporate matters.
- Ensure agreed actions are properly documented and closed.
Stakeholder and External Liaison
- Serve as an administrative point of contact between the Executive Office and selected internal and external stakeholders.
- Liaise with external lawyers, consultants, auditors, government agencies and professional advisers as directed.
- Coordinate meetings and appointments with external stakeholders.
- Respond to routine enquiries within delegated authority.
- Maintain professional relationships with key stakeholders.
- Ensure confidential information is only shared with authorised parties.
Administrative Operations
- Coordinate the smooth day-to-day operation of the Executive Office.
- Monitor office supplies, equipment and administrative requirements.
- Coordinate administrative support services required by the Executive Office.
- Maintain records of official visitors, meetings and executive engagements where appropriate.
- Assist with organisation of corporate events, retreats and official engagements.
- Coordinate logistics for executive meetings and official functions.
- Ensure administrative tasks are completed promptly and professionally
Research and Briefing Support
- Conduct research on matters assigned by the Executive.
- Prepare summaries, briefing notes and background information.
- Gather relevant information from internal departments and subsidiaries.
- Assist in preparing presentations and management documents.
- Compile information required for meetings and strategic discussions.
- Maintain confidentiality when handling sensitive business information.
- Present information clearly and accurately.
Confidentiality and Information Security
- Handle confidential legal, corporate, financial and executive information with the highest level of discretion.
- Restrict access to confidential documents to authorised persons.
- Ensure sensitive documents are securely stored and transmitted.
- Maintain confidentiality of Board, Management and legal discussions.
- Avoid unauthorised disclosure of corporate information.
- Report any suspected breach of confidentiality or information security immediately.
- Comply with the Group\'s confidentiality and information security policies.
Legal and Administrative Process Improvement
- Review administrative processes within the Executive Office and recommend improvements.
- Maintain effective systems for contract tracking, compliance monitoring and document management.
- Identify recurring administrative gaps and recommend practical solutions.
- Support the implementation of standardised corporate documentation.
- Improve tracking of legal and administrative deadlines.
- Assist in developing templates and systems for executive and corporate administration.
- Perform other duties reasonably assigned by the Group Managing Director/Group CEO.
Qualifications and Requirements
- Bachelor\'s Degree/HND in Law, Legal Studies, Business Administration, Public Administration, Management, Political Science or a related discipline.
- A degree in Law (LL.B) is an advantage.
- BL qualification is an added advantage for candidates with a legal background.
- Minimum of years of relevant experience in executive assistance, legal administration, corporate administration, company secretarial support or a related role.
- Experience supporting senior executives or management is strongly preferred.
- Experience working with legal documents, contracts and corporate records.
- Experience in a Group or multi-subsidiary organisation is an advantage.
- Experience within Hospitality, Real Estate, Construction, Investment or other corporate environments is desirable.
- Executive Office Management
- Legal Administrative Support
- Contract Administration
- Corporate Governance
- Board & Management Support
- Document & Records Management
- Compliance Tracking
- Calendar & Diary Management
- Meeting Coordination
- Minute Taking
- Research & Report Preparation
- Professional Correspondence
- Microsoft Office Suite
- Confidential Information Management
- Stakeholder Management
- Organisation & Time Management
- Follow-Up & Coordination
- Attention to Detail
- Communication Skills
- Professional Discretion
- Problem-Solving
- Multitasking
- Integrity & Confidentiality