Executive Secretary

Job Summary

The Executive Secretary provides high-level administrative and executive assistance, ensuring effective time management, smooth coordination of business activities, professional communication, and confidential handling of company information.

Roles and Responsibilities

1. Calendar and Schedule Management

• Manage the MDs daily calendar, appointments, and business commitments.
• Schedule meetings, conferences, and appointments with internal and external stakeholders.
• Prioritize meetings and send timely reminders.

2. Meeting Coordination

• Organize management meetings, board meetings, and business reviews.
• Prepare meeting agendas, presentations, and supporting documents.
• Record meeting minutes and follow up on action items and pending tasks.

3. Communication Management

• Handle the MDs emails, phone calls, correspondence, and official communications.
• Draft letters, emails, reports, and other business documents.
• Coordinate communication between the MD, senior management, employees, clients, and business partners.

4. Travel and Logistics

• Arrange domestic and international travel, accommodation, transportation, and itineraries.
• Coordinate travel schedules and prepare expense statements when required.

5. Confidentiality and Document Management

• Maintain confidential files, business documents, reports, and records.
• Handle sensitive company information with professionalism and discretion.
• Ensure important documents are properly organized and readily accessible.

6. Executive and Administrative Support

• Prepare presentations, reports, summaries, and other documents for the MD.
• Assist in preparing for business reviews, client meetings, and management discussions.
• Maintain records of important decisions, commitments, and deadlines.

7. Coordination and Follow-up

• Coordinate with department heads and senior executives regarding business priorities.
• Follow up on tasks assigned by the MD and monitor completion status.
• Communicate deadlines and escalate important pending matters when necessary.

8. Visitor and Stakeholder Management

• Welcome and coordinate visits from clients, directors, vendors, and other key stakeholders.
• Manage meeting arrangements and ensure a professional experience for visitors.

9. Expense and Office Management

• Maintain records of the MD’s business expenses, bills, and reimbursements.
• Coordinate approvals, documentation, and administrative requirements.
• Support special projects and other assignments delegated by the MD.

Required Qualifications and Skills

• Bachelor’s degree or relevant administrative qualification preferred.
• Prior experience as an Executive Secretary, Personal Assistant, or Secretary to senior management.
• Excellent communication and professional correspondence skills.
• Strong proficiency in MS Office, Outlook, Excel, PowerPoint, and calendar management.
• Excellent organizational, coordination, and time-management abilities.
• High level of confidentiality, integrity, discretion, and attention to detail.
• Ability to manage multiple priorities and work under tight deadlines.