Executive Assistant

Client of Itineris HR (KU)

1. Administrative & Executive Support
Coordinate and schedule meetings, workshops, and conferences for top management.
Handle correspondence, including drafting, reviewing, and finalizing letters, reports, and presentations.
Maintain and manage calendars, track critical deadlines, and prepare reminders for expiries, renewals, and key milestones.
Perform general clerical duties such as filing, scanning, photocopying, processing mail, and maintaining organized records and archives.

2. Legal & Documentation Support
Archive and maintain legal documents in a structured and accessible filing system.
Coordinate the issuance, review, and follow-up of agreements, contracts, and lease renewals.
Maintain updated records of insurance policies and ensure timely renewals and compliance requirements.
Manage applications, renewals, and documentation related to business licenses and regulatory requirements in the food distribution sector.

3. Accounting & Financial Support
Assist in preparing, reviewing, and processing supplier and vendor invoices for approval.
Coordinate with the Finance Department to ensure timely payments, check requests, and account reconciliations.
Maintain petty cash records and track expense reports in line with internal financial policies.
Support monthly closing activities by providing documents, receipts, reconciliations, and updated expense logs.
Monitor contract values, insurance renewals, and financial commitments, ensuring alignment with budget and approval workflows.
Prepare basic financial summaries and KPI dashboards (e.g., cost tracking, vendor balances, consumption reports) when required.

4. Quality Assurance & Compliance
Support the implementation and maintenance of quality assurance and compliance processes applicable to the food distribution industry.
Assist in coordinating internal/external audits and follow up on corrective actions.
Collaborate with consultants and internal teams to ensure compliance with food safety, ISO, and regulatory standards.
Facilitate training sessions and workshops related to quality management and organizational processes.

5. Cross-Functional Support
Liaise with operations, warehouse, logistics, production, and HR teams to ensure alignment on processes, documentation, and compliance requirements.
Provide support in preparing tenders, proposals, and prequalification documents when needed.
Assist in organizing exhibitions, events, and international registrations as required by the business.