Position Title
Senior Executive, Executive Assistant & PMO
Report to
Chief Operating Officer, MAB Academy
Position Summary
The Executive Assistant will provide high level executive support including variety of overall administrative duties for the CXO and division heads to ensure smooth day-to-day office operations. Coordinate complex scheduling and extensive calendar management, as well as flow of information. Maintain professionalism and strict confidentiality with all materials and exercise discretion in sharing of information. To coordinate tasks and projects as well as liaise with internal and external stakeholders related to CXO’s Office. Manage special projects for the CXO and any other tasks as required.
Key Accountabilities
- Handle scheduling, coordinate and manage the CXO’s day-to-day office operations to ensure effective time optimisation. Prioritising schedules based on urgency, importance, and relevance.
- Manage all administrative and financial admin tasks for CXO’s Office. To prepare draft reports and letters on behalf of the CXO, preparing briefing notes and summaries of key documents, as needed.
- Support the oversight of key business initiatives and follow through/ implementation.
- Consolidate and review all management reporting prior to CXO’s approval and follow through on the action items. Verify and ensure details in all documents are complete and available prior to CXO’s approval to maintain efficiency and quick turnaround.
- Keep abreast of CXO’s immediate and long-term commitments and plans; identify conflicts, flags problems for intervention and corrective actions as appropriate.
- Ensure timely and accurate flow of information, maintaining utmost professionalism in respecting confidentiality and discretion.
- Monitor & ensure accountability of all expenditure (liaise with Finance/Legal/GP on PR/PO and contract management). Manage and track all divisional expenses incurred against budget.
- Assist on any other operational / project support as required.
- Support strategic planning and execution by identifying business opportunities, risks, and challenges, and contributing to the development of business cases, strategic options, and mitigation plans under the direction of the CXO’s office.
- Represent AVS and MAG professionally in engagements with external stakeholders (including regulators, partners, and consultants), ensuring alignment with corporate positioning, governance, and brand standards.
- Enable strategic alignment and execution by supporting cross-divisional coordination, communications, and stakeholder buy-in for approved programmes and initiatives.
- Coordinate with internal and external stakeholders to support the development of strategic roadmaps, scenarios, and delivery plans for complex and high-impact initiatives.
- Support resource and capacity planning for priority programmes and projects, ensuring visibility of dependencies, availability, and scheduling constraints.
- Support programme reporting and governance by consolidating, validating, and enhancing reporting on financials, timelines, risks, WBS, and lifecycle management in accordance with PMO standards.
- Drive continuous improvement initiatives by supporting process enhancements, cost optimisation efforts, and PMO best practices, while contributing to internal capability and staff development initiatives
Qualifications and Working Experience
- Degree in Business Administration or any other related field;
- 3 - 5 years of relevant experience.
