Follow up Specialist

Job Description: Follow-Up Specialist — Group Director’s Office Reporting to: Group Director Department: Group Director’s Office Role Purpose The Follow-Up Specialist will work directly with the Group Director, providing comprehensive personal assistant support while coordinating corporate assignments, tracking management priorities, and following up on matters across the Group and its subsidiaries. The role requires a proactive, discreet, and highly organized professional who can move confidently between day-to-day administrative duties and complex business matters, ensuring that instructions translate into clear actions and timely results. Key Responsibilities Executive and Personal Assistant Support • Manage the Group Director’s calendar, appointments, meetings, travel arrangements, and related logistics. • Handle correspondence, prepare documents and presentations, and maintain organized records and confidential files. • Screen incoming requests, prioritize matters requiring attention, and coordinate responses. • Attend meetings as required, record decisions, and circulate action points with clear owners and deadlines. • Undertake personal assistance and ad hoc assignments as directed. Follow-Up and Execution • Maintain a consolidated tracker of the Group Director’s instructions, commitments, projects, and outstanding actions. • Translate instructions into clear deliverables, confirming responsibilities, deadlines, and expected outcomes with relevant stakeholders. • Follow up consistently with department heads, subsidiary management teams, and external parties to ensure timely completion. • Verify that completed actions meet the agreed requirements and are supported by appropriate documentation. • Identify delays, dependencies, and obstacles; coordinate solutions and escalate matters requiring the Group Director’s intervention. • Provide concise progress reports highlighting completed actions, overdue items, key risks, and decisions required. Corporate Coordination • Coordinate corporate assignments and initiatives involving multiple departments or subsidiaries. • Gather, consolidate, and review business information, reports, proposals, and supporting documents for the Group Director. • Prepare briefing notes, executive summaries, correspondence, and presentations to support management decisions. • Liaise with finance, HR, legal, procurement, operations, and other functions to progress assigned matters. • Support the implementation and follow-up of management decisions, policies, and approved initiatives. Subsidiary Matters and Issue Resolution • Serve as a central coordination point for subsidiary matters referred to the Group Director’s Office. • Obtain relevant facts, clarify issues, and identify the stakeholders responsible for resolution. • Coordinate agreed corrective actions with subsidiary management and relevant Group functions. • Monitor unresolved and recurring issues, highlight their business implications, and recommend practical next steps. • Escalate significant operational, financial, people, or compliance concerns promptly to the appropriate decision-makers. • Track issues through to closure and confirm that agreed actions have been implemented. Confidentiality and Professional Representation • Handle sensitive personal, commercial, financial, and employee information with strict confidentiality. • Communicate the Group Director’s instructions accurately and professionally within delegated authority. • Maintain effective working relationships across all levels of the organization. • Exercise sound judgment in distinguishing matters that can be progressed independently from those requiring approval. Qualifications and Experience • Bachelor’s degree in business administration, management, or a related field. • Typically 4–7 years of relevant experience in executive support, management coordination, business operations, project coordination, or a similar role. • Experience working directly with senior executives, preferably within a group, holding company, or multi-entity business. • Demonstrated ability to coordinate assignments across departments and follow through on business issues. • Strong proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and Word. Key Skills and Competencies • Exceptional organization, prioritization, and attention to detail. • Strong follow-up discipline and ownership of assigned matters. • Clear, professional written and verbal communication. • Practical problem-solving and sound business judgment. • Ability to influence and secure cooperation without direct reporting authority. • Confidence working with senior leaders and subsidiary management teams. • Discretion, integrity, adaptability, and composure under pressure. • Ability to handle routine administrative tasks and complex corporate assignments with equal care. Measures of Success • Timely and accurate completion of the Group Director’s assigned actions. • Clear visibility of priorities, deadlines, outstanding issues, and required decisions. • Prompt escalation of risks and delays, with practical recommendations. • Effective coordination and documented closure of subsidiary matters. • Reliable executive support and consistently high standards of confidentiality. Scope of Authority The role coordinates, follows up, and facilitates execution on behalf of the Group Director. Financial commitments, policy decisions, and management approvals remain with the relevant authorized decision-makers unless specifically delegated. Show more Show less