Executive Secretary

Job Summary:

The Executive Secretary provides high-level administrative support to the executive(s), ensuring smooth day-to-day operations, effective communication, and efficient workflow management. This role requires discretion, strong organizational skills, and the ability to handle sensitive information professionally. The Executive Secretary acts as the primary point of contact between the executive and internal/external stakeholders.

Key Responsibilities / Job Description:
  1.  Administrative Support:
  - Manage the executive’s calendar, schedule meetings, and coordinate appointments.
  - Prepare and organize documents, reports, presentations, and correspondence.
  - Draft letters, emails, and internal communications on behalf of the executive.
  2.  Meeting & Event Coordination:
  - Arrange and coordinate meetings, conferences, and business events.
  - Prepare agendas, take minutes, and follow up on action items.
  - Ensure all logistical arrangements are completed efficiently.
  3.  Communication & Liaison:
  - Serve as the first point of contact for internal and external stakeholders.
  - Screen calls, emails, and inquiries, and respond appropriately.
  - Maintain professional and effective communication on behalf of the executive.
  4.  Record Keeping & Confidentiality:
  - Maintain and organize files, records, and confidential documents.
  - Handle sensitive information with discretion and integrity.
  5.  Project Support & Special Tasks:
  - Assist in managing special projects or tasks assigned by the executive.
  - Conduct research, compile data, and prepare summaries for decision-making.
  - Support cross-department coordination as needed.

Qualifications:

Education:
  - Bachelor’s degree in Business Administration, Management, or related field.

Experience:
  - Minimum of 3–5 years experience as an executive assistant, secretary, or administrative support in a large corporate environment.
  - Experience supporting senior executives or management teams is highly preferred.

Skills & Competencies:
  - Excellent organizational and time management skills.
  - Strong written and verbal communication skills in English.
  - High level of discretion and professionalism in handling confidential matters.
  - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  - Ability to prioritize tasks, work independently, and meet tight deadlines.
  - Strong interpersonal skills and the ability to liaise with stakeholders at all levels.

Personal Attributes:
  - Detail-oriented, proactive, and solution-focused.
  - Adaptable and able to work in a fast-paced environment.
  - Professional demeanor and strong work ethic.