Executive Secretary

Role Overview

Provides high-level administrative support while leading the company’s marketing strategy as a trusted strategic partner to the CEO.

Job Description

Major Job scope includes but not limited to:-

1. Provide overall secretarial and administrative support to the CEO including:

a) Being the point of contact for the CEO with both internal and external parties

• Screening phone calls/enquiries/requests
• Meeting and welcoming/greeting of visitors at all levels of seniority
• Handling incoming email, faxes and post, including drafting reply or corresponding on behalf of the CEO
• Networking for business meeting / visit arrangement

b) Handle full spectrum of travel management for the CEO

• Flight arrangements, hotel accommodation, visa application and travel itineraries
• Flexible to travel with the CEO for minutes taking at meetings or to provide general assistance during presentations
• Organizing and maintaining diaries/working calendar of the CEO, including scheduling and planning appointments;

c) Manage the CEO Office and leading a small group of direct reports towards departmental/company goal

• Handle confidential document and maintain strict confidentiality, including data management and filing
• Organizing and attending the monthly management meeting, including minutes taking
• Ensuring the CEO is well prepared for meetings, including producing documents, briefing papers, reports and presentations, carrying out background research and presentation findings
• Take charge of company’s functions, events, key customers visit etc, organized by the CEO Office

d) Handle any ad hoc assignments or personal matters of the CEO

2. Assist in sale & marketing as well as business development function of the company

• Assist in planning and organizing domestic and international marketing and promotional activities such as exhibitions, trade show and new product launching
• Coordinate and host customers’ visits
• Organize for company souvenirs and season greetings to customers
• Inter departmental coordination on related sales & marketing activities as needed
• Assist in preparing monthly reports for departmental meetings
• Assist in preparing product presentation and any related sales & marketing materials as needed

Job Requirements:

• Exceptional executive-level communication. Strong verbal presentation & pitching abilities.
• Outstanding writing & editing skills for press release, speeches and digital/social media/web content
• Strong business acumen, and analytical skills to translate data into actionable insights.
• Highly organized, proactive, able to manage up and across, and thrive in a fast-paced, ambiguous environment.
• A self-starter attitude: you see gaps and fill them, you anticipate needs, and you drive projects to completion without needing constant oversight.
• Able to travel frequently
• At least 3 years experiences in PA or Management Secretary position
• A proven track record (2+ years) in strategic marketing, preferably for a core product in a B2B or B2C environment will an added advantage

Qualification :

• Bachelor’s degree in Public Relations, Marketing, Business Admin, Communications.
• Preferably from a recognised university ranked within the top 200 in QS World University Ranking