EA to the Director (Job Code: NSC000232)

Job Summary

We are seeking an EA to the Director for a Global Publishing House.

Job Profile:
Coordination & Communication
Act as the primary point of contact between the Director and internal teams, clients, and external stakeholders
Ensure smooth, accurate, and timely flow of information
Follow through on commitments across teams

Calendar & Priority Management
Manage the Director’s calendar, meetings, and daily schedule
Prioritise meetings based on business importance
Ensure optimal use of time and avoid scheduling conflicts

Task Tracking & Follow-ups (CRITICAL)
Maintain a structured tracker of all tasks, discussions, and action points
Proactively follow up with teams and stakeholders
Ensure closure of tasks within defined timelines (not just reminders)

Meeting Management & Documentation
Prepare meeting agendas in advance
Capture clear minutes (MOMs) with defined action items and owners
Track progress and ensure accountability on decisions

Team Coordination & Work Tracking
Support in monitoring execution across team members
Ensure tasks assigned by the Director are followed through effectively
Escalate delays or gaps proactively

Travel & Logistics Management
Plan and manage travel, accommodation, and logistics end-to-end
Prepare detailed itineraries with contingencies
Ensure smooth execution with attention to detail

Reporting & Expense Tracking
Track daily expenses and maintain accurate records
Prepare weekly, monthly, and quarterly reports as required

Documentation & Record Management
Organise, update, and maintain office filing systems and employee records
Ensure all documents are structured, accurate, and easily accessible
Cross-check critical information before sharing

HR Coordination
Prepare HR documents such as employment contracts, appointment letters, and onboarding material
Address employee queries related to HR processes
Coordinate with payroll/accounts by providing accurate employee data

System & Process Management (KEY EXPECTATION)
Build and maintain structured systems for tracking work and communication
Bring discipline and consistency in workflows
Continuously improve efficiency and reduce dependency on ad-hoc working

Confidentiality & Ethical Handling
Handle sensitive business and employee information with discretion
Maintain strict confidentiality at all times

Problem Solving & Execution Support
Identify gaps, delays, and inefficiencies proactively
Take initiative to resolve issues wherever possible
Support execution of key projects and priorities

EA to the Director Requirements:

Graduate / Postgraduate degree
4–8 years of experience as Executive Assistant / Administrative / Operations role
Experience supporting senior leadership required
Excellent English communication (written and verbal)
Strong organisational and time management skills
Strong follow-up and coordination ability
High attention to detail and accuracy
Ability to prioritise and manage multiple tasks effectively
Proficiency in tools such as email, calendars, and Google Sheets
Strong interpersonal skills and professional maturity
High level of discretion and confidentiality