Executive Secretary

Role Overview

1. Calendar & Schedule Management

• **Gatekeeping:**
• Act as the primary point of contact and gatekeeper for the Chairman, CRO, and COO, managing access with diplomacy and professionalism.
• **Complex Scheduling:**
• Manage, optimize, and de-conflict complex, fast-changing calendars across multiple time zones.
• **Meeting Prep:**
• Ensure the Executives are fully prepared for all meetings by compiling agendas, briefings, reports, and presentations in advance.

2. Communication & Correspondence

• **Inbound/Outbound Flow:**
• Review, sort, and prioritize incoming emails, mail, and phone calls; draft professional responses and handle routine correspondence independently.
• **Liaison:**
• Act as a smooth communication bridge between the Executive team and internal departments (HR, Finance, Operations), as well as external stakeholders (Board Members, clients, regulators).
• **Minutes & Tracking:**
• Attend high-level meetings to take accurate minutes, track action items, and follow up with responsible parties to ensure deadlines are met.

3. Travel & Logistics Coordination

• **End-to-End Travel:**
• Arrange extensive domestic and international travel itineraries, including flights, accommodation, visas, ground transportation, and meeting venues.
• **Expense Management:**
• Track, compile, and submit monthly expense reports, credit card reconciliations, and reimbursement claims for the executive team in compliance with company policy.

4. Operational & Project Support

• **Document Control:**
• Maintain an ultra-organized, secure, and confidential digital and physical filing system for executive records, contracts, and legal documentation.
• **Event Planning:**
• Coordinate executive-level events, town halls, board meetings, and leadership retreats, managing logistics, catering, and guest lists.
• **Ad-Hoc Projects:**
• Assist the COO and CRO with ad-hoc operational tracking, compliance data gathering, or reporting as required.

Key Performance Indicators (KPIs)

• **Calendar Efficiency:**
• Zero scheduling conflicts; optimal time allocation for strategic tasks.
• **Responsiveness & Accuracy:**
• High speed and precise accuracy in drafting correspondence and managing executive data.
• **Discretion:**
• Strict maintenance of absolute confidentiality regarding corporate, financial, and personnel matters.
• **Proactivity:**
• Anticipating executive needs (e.g., travel hitches, meeting overruns) before they cause disruptions.

Job Requirements & Qualifications

• **Experience:**
• Minimum of 5–7 years of experience as an Executive Assistant or Personal Assistant, ideally supporting C-Suite executives or Board Members within a fast-paced corporate environment.
• **Education:**
• Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field is preferred.
• **Tech Savviness:**
• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and modern task-management tools (Asana, Trello, or Slack).
• **Skills:**
• **Prioritization:**
• Exceptional organizational skills with a proven ability to prioritize a heavy workflow from multiple stakeholders.
• **Communication:**
• Flawless written and verbal communication skills with a highly professional demeanor.
• **Adaptability:**
• Resilient under pressure, with the ability to pivot quickly when executive schedules shift unexpectedly.
• **Discretion:**
• Uncompromising integrity and ability to handle highly sensitive, confidential corporate information.