Senior Associate, Special Officer

JOB PURPOSE:

Provide high-level executive and operational support to the divisional management by managing reporting, scheduling, and correspondence, while serving as a key liaison for internal and external engagements. The role ensures accurate preparation of reports, proposals, and communication materials, upholds confidentiality, and facilitates effective coordination between the C-suite, employees, and stakeholders to advance divisional strategies and organisational priorities.

KEY ACCOUNTABILITIES:

1. Progress & Deliverables

Manage and track divisional tasks and projects, acting as a traffic controller through proactive identification and resolution of bottlenecks or delays to ensure timely completion of initiatives and alignment with deadlines, thus maintaining operational efficiency and ensuring project milestones are met.

Closely collaborate with stakeholders and departmental teams to monitor progress, make necessary adjustments, and provide regular updates to management for timely task execution and avoiding delays in the completion of projects.

Deliver complex analyses of relevant data; identify key trends and contribute to the creation of divisional insights that enable the diagnosis of business issues, enhancement of process and operations, and/or improvement of business performance.

2. Budget & Project Management

Manage and coordinate the divisional budget by preparing, monitoring, and analysing financial data to ensure alignment with strategic objectives and organisational priorities.

Act as the divisional focal and manage organisation wide project or initiatives e.g. Standard Operating Procedure (SOP), risk register, Business Continuity Management (BCM), Anti-bribery Management System (ABMS), compliance/ISO/audit exercises etc.

3. Tracking & Reporting

Prepare and deliver reports and presentations for senior leadership and board meetings, maintaining accuracy and consistency to effectively convey divisional strategies and initiatives.

Prepare and draft proposal materials, papers, and memos with precision and attention to detail to achieve intended outcomes.

Collaborate closely with the C-suite and team members to refine reports, content, and proposal papers to ensure alignment with organisational objectives and messaging consistency.

Maintain and handle confidential and sensitive information with the utmost discretion and professionalism regarding divisional matters, employee information, and organisational strategies.

4. Liaison for Engagement Activities

Serve as a liaison between the C-suite and other departments, as well as external stakeholders to facilitate communication and collaboration on initiatives related to HRD Corp programmes, events, and relevant activities.

Participate in any engagement activities that concern the division, such as industry conferences, networking events, and professional associations, to stay connected with industry trends and best practices.

Craft compelling communication materials and papers, such as reports, presentations, and talking points, for C-suite's engagements with internal and external stakeholders.

5. Schedule & Correspondence Management

Efficiently manage the management's schedule, including scheduling meetings, appointments, and events, while ensuring alignment with organisational priorities.

Handle all correspondence on behalf of the divisional management, including emails, phone calls, and written communications, with professionalism, timeliness, and confidentiality.

Anticipate scheduling conflicts and prioritise incoming communications, flagging urgent matters for the management’s attention, and maintaining discretion with sensitive information.

Educational Qualification

• Bachelor’s degree in Business Administration, Management, Communications, Human Resources, or a related field.
• A postgraduate qualification (e.g., MBA, Master’s in Strategy/HR/Communications) is an added advantage.

Relevant Experience (skills & knowledge)

• Minimum 5–7 years of relevant experience in executive support, corporate communications, business management, or strategy-related roles, preferably in a corporate or government-linked organisation.
• Demonstrated experience in preparing high-level reports, proposals, presentations, and communication materials for senior management or board-level use.
• Proven track record of managing schedules, correspondence, and confidential information with discretion and professionalism.
• Experience liaising with C-suite executives, internal departments, and external stakeholders, including event and engagement management.
• Strong communication, analytical, and problem-solving skills.
• Excellent organisational, planning, and time-management skills, with the ability to anticipate needs and resolve scheduling conflicts.
• High level of discretion, integrity, and judgement in handling sensitive and confidential matters.
• Strong interpersonal and stakeholder management skills, with the ability to represent the organisation professionally in engagements.