Job Description

The Executive Secretary to the Board of Directors will serve as a strategic enabler and administrative partner to the Directors of Technomak Group. This high-impact role goes beyond traditional executive support to include active coordination of board-level initiatives, project follow-ups, cross-functional liaison, and confidential assignment management.

Minimum Qualifications:

Bachelor's Degree in Business Administration, Management, or any related field.
(Master's Degree is an advantage.)

Minimum Experience:

10+ years of experience in Executive Assistant or Personal Assistant roles, preferably in a corporate or multinational environment. Experience supporting senior leadership, board members, or C-suite executives is essential.

Job-Specific Skills:

Calendar and schedule management

Travel planning (domestic and international)

Drafting reports, minutes, and professional correspondence

Event and meeting coordination

Document and file management

Executive communication and liaison handling

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting tools (Zoom, MS Teams)

Roles and Responsibilities

1. Executive & Administrative Support

Manage and coordinate complex calendars, prioritize appointments, and schedule meetings across time zones Handle all travel arrangements including visas, bookings, itineraries, and reimbursements Prepare, review, and organize briefing materials, reports, agendas, and board documents for meetings Draft professional correspondence, presentations, and internal communications on behalf of the BODs

2. Strategic Task Delegation & Project Tracking

Act as a central coordinator for follow-up and execution of decisions made by the Board Maintain trackers for key board-level initiatives, ensuring visibility and progress reporting Coordinate with departments to gather updates, compile reports, and escalate delays Assist in light project management tasks such as timelines, document consolidation, and stakeholder reminders

3. Cross-functional Liaison & Internal Communication

Serve as the single point of contact for inter-departmental communication routed through the BODs Ensure information flows accurately and on time from the board to senior leadership and vice versa Coordinate follow-ups with Leadership Team and department heads on behalf of BODs Join select internal meetings to record actions, capture insights, and ensure accountability tracking

4. Confidentiality, Governance & Documentation

Maintain utmost confidentiality regarding executive discussions, financials, HR matters, and strategy Archive board meeting minutes, resolutions, and sensitive documents in a secure system Support in managing board governance documentation and ensuring proper version control Handle legal and compliance-related documents where executive signatures or oversight are needed

5. Meeting & Event Management

Organize and support internal events, leadership offsites, and VIP client meetings as directed Ensure seamless logistical planning including AV setup, catering, guest coordination, and feedback collection Take accurate minutes of meetings and ensure follow-through on key action items

6. Insight Gathering & Decision Support

Conduct light research, benchmarking, or background checks to support board-level decisions Assist in preparing dashboards or executive summaries for review using inputs from various departments Monitor key deadlines, external reports, regulatory filings, or industry updates relevant to the BODs

7. External Stakeholder Coordination

Coordinate with external clients, partners, legal advisors, auditors, and consultants as per board direction Arrange high-level external meetings, visits, or presentations with meticulous attention to detail Maintain contact lists and relationship tracking for strategic external stakeholders

8. Special Assignments & Delegated Projects

Take ownership of special assignments such as office protocol improvements, internal surveys, or policy tracking Represent the BODs in internal task forces, committees, or process reviews when delegated Lead confidential projects and provide regular status updates to the BODs
Job Type: Full-time