Role Overview

The Business Assistant plays a critical role in supporting day-to-day business operations by providing high-level administrative, HR, and financial support. This position acts as a central coordination point for executive support, HR data and systems, travel and meeting management, finance administration, and stakeholder communication. The role requires exceptional organisational skills, discretion, and the ability to manage multiple priorities in a fast-paced, confidential environment.

Key Responsibilities

HR Statistics & Systems (SuccessFactors)

• Collect, maintain, and analyse HR-related data, metrics, and KPIs.
• Prepare accurate and timely HR reports, dashboards, and weekly statistics for senior management.
• Manage and maintain HR systems, with a strong focus on SAP SuccessFactors, ensuring data integrity and compliance.
• Support HR reporting requirements for audits, compliance, and leadership reviews.

Travel Management

• Coordinate and book domestic and international travel arrangements, including flights, accommodation, visas, and ground transportation.
• Manage detailed travel itineraries and ensure all documentation is accurate and up to date.
• Proactively handle any travel changes, cancellations, or issues with efficiency and professionalism.
• Ensure compliance with company travel policies and budgetary controls.

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.