Executive Secretary

The Executive Assistant provides first-line administrative and operational support to senior leadership, including oversight of office administration, basic HR coordination, facilities management, and personal support requirements. The role requires strong organizational skills, confidentiality, and the ability to manage multiple priorities across administrative, property, and compliance-related functions.

Key Responsibilities

Executive & Office Support

• Serve as first-line administrative support to the owners, including office coordination and basic HR administration.
• Assist in document validation and approvals in the absence of authorized signatories.
• Handle confidential records, contracts, receipts, and utility documents.
• Perform other duties as may be assigned by management.

Insurance & Compliance Management

• Monitor and manage insurance policies for executive's personal vehicles, properties, and selected personnel.
• Maintain original copies of insurance documents, vehicle registrations, and accident records.
• Process insurance claims, accident documentation, and coordinate with authorities as needed.
• Coordinate with relevant agencies for renewals such as fire safety certificates and permits.

Vehicle & Property Administration

• Oversee vehicle registration and related documentation.
• Monitor property-related requirements including insurance, permits, taxes, and association dues.
• Manage lease documentation, tenant requirements, and house rules.

Payroll & Government Compliance Support

• Prepare payroll and administer government-mandated benefits for assigned personnel.
• Ensure timely filing and coordination with relevant government agencies.

Events & Executive Support

• Assist in planning and organizing company events and activities.
• Prepare gift lists and manage logistics for company occasions.
• Arrange travel, hotel, restaurant, and reservation bookings for executives and guests.
• Handle personal administrative requirements assigned by the management.