Senior Executive

Role Objective / Major Purpose of the Job
The incumbent provides executive, administrative, and coordination support to the Head – Talent Acquisition, so that the Head can focus on hiring strategy, leadership recruitment, and business partnerships. The role manages the Head's calendar, communication, and priorities, and supports the smooth running of the talent acquisition function, including interview scheduling, candidate coordination, reporting, and stakeholder follow-up. The Executive Assistant works closely with recruiters, HR teams, hiring managers, and external partners, and handles confidential candidate and compensation information with discretion.

Principal Tasks & Responsibilities

Executive Support & Calendar Management

Manage the Head's calendar, meetings, and priorities, including scheduling across time zones and locations.
Screen and prioritise calls, emails, and requests, and act as the first point of contact for the Head's office.
Arrange domestic and international travel, including itineraries, bookings, and visas.

Interview & Candidate Coordination

Schedule interviews and discussions for senior and leadership candidates with business leaders, panel members, and the Head.
Coordinate candidate communication, including interview invitations, travel and logistics, and follow-ups.
Help ensure a smooth, professional candidate experience at every stage.
Maintain the interview calendar, feedback status, and open hiring updates.

Hiring Operations & Documentation

Support the preparation of offer letters, approvals, and joining documentation as directed.
Track requisitions, hiring approvals, and onboarding formalities, and follow up with HR teams and hiring managers.
Maintain confidential candidate files, records, and databases with accuracy.

Reporting & Meeting Support

Prepare and update recruitment MIS, dashboards, hiring trackers, and presentations for the Head.
Organise talent acquisition review meetings, business hiring reviews, and leadership forums, including agendas, minutes, and action tracking.
Draft emails and correspondence on behalf of the Head, as directed.

Stakeholder & Vendor Coordination

Liaise with recruiters, HR Business Partners, hiring managers, and senior leadership on behalf of the Head.
Coordinate with recruitment agencies, search firms, job portals, and campus partners on schedules, invoices, and documentation.
Support employer branding events, campus drives, and hiring programmes.

Administration & Budget

Process expense claims, vendor invoices, and approvals for the department.
Track the talent acquisition budget, agency fees, and purchase requests.
Support special projects and cross-functional initiatives as assigned.

Key Skills & Competencies

Functional / Technical

Executive support and calendar management
Interview scheduling and candidate coordination
Knowledge of recruitment processes and ATS/HR tools
MS Office proficiency (Outlook, Excel, PowerPoint, Word)
MIS and report preparation
Minute taking and action tracking
Business communication, written and verbal
Records and confidentiality management

Behavioural

Discretion and integrity
Organisation and time management
Proactiveness and ownership
Attention to detail
Professional communication and courtesy
Candidate and customer focus
Adaptability and ability to work under pressure
Collaboration and relationship building