Job Description

We are seeking a highly organized, smart and professional

Executive Secretary

to provide comprehensive administrative support to senior management. Responsibilities include managing calendars, coordinating meetings and travel, preparing reports, handling confidential correspondence, and liaising with internal and external stakeholders. The ideal candidate will have excellent communication skills, strong attention to detail, and proficiency in MS Office.

Key Responsibilities:

Provide high-level administrative support to senior executives or management. Manage and maintain executives' schedules, appointments, and travel arrangements. Prepare, review, and organize correspondence, reports, and confidential documents. Draft and edit letters, memos, and presentations on behalf of executives Serve as the primary point of contact between the executive office and internal/external stakeholders. Screen phone calls, emails, and requests, and handle them appropriately. Coordinate meetings, conferences, and company events, including logistics and documentation. Take, distribute, and follow up on meeting minutes and action items. Maintain organized filing systems, both physical and electronic. Ensure the confidentiality and security of executive and company information. Manage the flow of information and correspondence within the office to ensure timely responses and actions. Arrange travel itineraries, accommodations, and visa applications when required. Handle expense reports, reimbursements, and related financial documentation. Coordinate office resources and assist in procurement or service arrangements when necessary. Represent the executive or company in a professional and courteous manner. Maintain a positive company image through effective communication and behavior.

Qualifications:

Bachelor's degree or diploma in Business Administration, Secretarial Studies, Office Management, or a related field. Proven experience (typically 3-5 years) as an Executive Secretary, Personal Assistant, or in a senior administrative role. Familiarity with executive-level office procedures, correspondence, and scheduling. Excellent written and verbal communication skills. Proficiency in office software (MS Office Suite, Google Workspace, or equivalent). Strong organizational and time-management skills. Ability to handle multiple tasks, prioritize effectively, and meet tight deadlines. High level of accuracy, attention to detail, and discretion. Presentable and professional in appearance and demeanor. Strong interpersonal skills and the ability to interact with senior executives, staff, and external stakeholders. Proactive, adaptable, and capable of working independently.
Job Type: Full-time