Executive Secretary

Role Overview

Executive Support and Calendar Management

• Manage the CEO's calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings, ensuring all necessary arrangements and documents are prepared in advance.
• Organize business travel arrangements, including flights, accommodation, transportation, and itineraries.
• Prioritize requests and manage scheduling conflicts to ensure the CEO's time is utilized effectively.

Correspondence and Documentation

• Prepare, review, and format professional correspondence, reports, presentations, letters, and other executive documents.
• Handle incoming and outgoing communications on behalf of the CEO when required.
• Maintain an organized filing system for executive documents, records, and correspondence.
• Ensure the accuracy, confidentiality, and timely distribution of official documents.

Meetings and Follow-up

• Prepare meeting agendas, briefing materials, and supporting documents.
• Attend meetings when required, record minutes, and document key decisions and action items.
• Follow up with relevant departments and executives to ensure timely completion of assigned actions.
• Coordinate board meetings, executive committee meetings, and other high-level engagements as required.

Qualifications and Experience

• Bachelor's degree in Business Administration, Office Management, Management, or a related field; a diploma with relevant experience may be considered.
• Minimum of 3-5 years of experience in executive secretarial, personal assistant, or senior administrative roles.
• Previous experience supporting a CEO, Managing Director, or senior executive is highly preferred.