Sr P.A. / Executive Secretary

Job Description

A. Executive Support and Diary Management

• The Sr.
• P.A. / Executive Secretary shall oversee executive scheduling and administrative coordination activities.
• Manage and optimize the executive’s calendar, including high-volume scheduling of meetings, appointments, travel, and personal commitments where required.
• Anticipate scheduling conflicts and proactively propose solutions, ensuring effective time management and prioritization.
• Prepare, edit, and proofread correspondence, presentations, reports, and briefing materials to a high standard.

B. Communication and Stakeholder Management

Responsibilities

• include:
• Act as the primary point of contact for internal and external communications on behalf of the executive, ensuring timely and professional responses.
• Liaise with clients, partners, consultants, and senior stakeholders, maintaining strong relationships and ensuring clear, concise communication.
• Draft emails, letters, minutes, and internal memos, maintaining confidentiality and discretion at all times.

C. Meeting, Event, and Travel Coordination

Responsibilities

• include:
• Plan and coordinate executive meetings, top management sessions, reviews, and workshops, including agenda preparation, document collation, and minutes-taking.
• Track and follow up on action items, ensuring commitments made in meetings are monitored and completed.
• Arrange complex local and international travel itineraries, visas, accommodation, and logistics, ensuring cost-effective and seamless arrangements.
• Support the planning and execution of corporate events, client meetings, and high-profile engagements in line with the company’s luxury image.

D. Office and Information Management

Responsibilities

• include:
• Oversee the smooth operation of the executive office, ensuring it is well-organized, presentable, and equipped with required resources.
• Maintain effective filing systems (digital and physical), records, databases, and contact lists, ensuring ease of access and data confidentiality.
• Prepare and process expense reports, invoices, and procurement requests related to the executive office.

E. Project and Business Support

Responsibilities

• include:
• Assist the executive in tracking key projects, timelines, and deliverables, following up with relevant departments as needed.
• Conduct basic research, compile information, and prepare summary reports or presentations to support decision-making.
• Help coordinate cross-departmental communication on strategic initiatives, ensuring alignment and timely updates to the executive.

F. Brand and Professional Representation

Responsibilities

• include:
• Represent the executive and Palace Group with a polished, professional presence in all interactions, both in person and in writing.
• Uphold and project the company’s luxury brand standards through impeccable etiquette, grooming, and communication style

4. Authority Of The Position\

• The Sr.
• P.A. / Executive Secretary shall have authority to:
• Coordinate meetings, schedules, and travel arrangements on behalf of the executive office.
• Communicate and follow up with internal departments and external stakeholders on executive matters.
• Request required information and updates for executive reporting and coordination purposes.
• Coordinate administrative support activities related to the executive office.
• Note: Final approval of business decisions, financial commitments, and external corporate communications remains subject to management approval.