Business Assistant Job

Meetings, Events & Executive Support

 

• Schedule and coordinate internal and external meetings, interviews, and events.
• Prepare meeting agendas, briefing materials, and presentations.
• Record and distribute meeting minutes and track follow-up actions.
• Manage meeting logistics, including room bookings, virtual meeting setup, equipment, and catering.
• Provide diary management and executive-level support as required.Gatekeeping & Stakeholder Management

• Act as a primary point of contact for internal and external stakeholders.
• Manage, screen, and prioritise incoming communications (emails, calls, walk-ins, correspondence).
• Exercise sound judgement in managing access and escalating matters appropriately.
• Handle highly sensitive and confidential information with discretion and professionalism.

Finance & Reporting Support

 

• Manage employee expenses and ensure timely submission, approval, and reconciliation.
• Support budget planning, tracking, and cost forecasting activities.
• Create, manage, and track Purchase Orders (POs) in line with finance governance.
• Process and reconcile invoices, liaising with Finance and vendors to resolve discrepancies.
• Prepare and maintain weekly financial and operational KPIs for reporting to management.
• Support month-end and ad-hoc financial reporting as required.

Presentations & Documentation

 

• Prepare high-quality PowerPoint presentations and reports for leadership and stakeholder meetings.
• Maintain professional documentation standards across all reports, trackers, and correspondence.
• Ensure accuracy, consistency, and attention to detail in all written materials.

Qualifications & Experience

 

• Bachelor’s degree or equivalent professional qualification.
• Proven experience as a Business Assistant, Executive Assistant, or similar role.
• Strong proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
• Hands-on experience with HR systems, particularly SAP SuccessFactors, is highly desirable.
• Experience supporting finance activities such as expenses, POs, invoicing, and budget tracking.

Key Skills & Competencies

 

• Excellent organisational and time-management skills.
• Strong analytical skills with high attention to detail.
• Ability to multitask and prioritise effectively under pressure.
• Professional, confident verbal and written communication skills.
• High level of discretion, confidentiality, and integrity.
• Proactive problem-solver with a flexible, can-do approach.
• Strong stakeholder management and interpersonal skills.