Job
Description
Key Responsibilities: 1. Personal Records & Data Management: Maintain and organize confidential files, personal records, and documents of senior management. Ensure all records are up-to-date, properly documented, and securely stored. Manage digital and physical filing systems for easy retrieval of information. 2. Drafting Communication: Prepare emails, reports, presentations, and official correspondence on behalf of senior management. Ensure all written communication is professional, clear, and aligned with the companys standards. Proofread and edit documents to maintain accuracy and professionalism. 3. Calendar & Contacts Management: Maintain and update calendars, ensuring proper scheduling of meetings, appointments, and events. Coordinate and prioritize tasks to avoid scheduling conflicts. Manage and update contact lists, ensuring accurate and up-to-date details of stakeholders. 4. Confidentiality & Data Security: Handle sensitive business and personal information with the utmost discretion. Ensure compliance with data privacy regulations and company policies. Maintain strict confidentiality in all forms of communication, documentation, and scheduling. 5. Client Coordination & Meeting Management: Serve as a point of contact between senior management and clients. Schedule, coordinate, and confirm meetings, ensuring timely updates to management. Prepare agendas, take meeting minutes, and follow up on action items. 6. Travel & Accommodation Arrangements: Plan and coordinate travel itineraries, flights, accommodations, and ground transportation. Liaise with travel agencies and hotels to secure the best arrangements at competitive rates. Handle visa applications, travel insurance, and necessary documentation. 7. Secretarial & Administrative Duties: Screen phone calls, emails, and visitors, ensuring only relevant matters reach senior management. Manage incoming and outgoing correspondence, ensuring timely responses. Organize office supplies, documents, and records to maintain a well-functioning workspace. 8. Vendor & Office Management: Coordinate with vendors, suppliers, and service providers to ensure smooth office operations. Ensure office cleanliness, maintenance, and troubleshooting of any facility-related issues. Handle petty cash and minor office-related expenses as needed. Qualifications & Skills: Bachelor’s degree in Business Administration, Secretarial Studies, or a related field. Proven experience as an Executive Assistant, Personal Assistant, or similar role. Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other administrative tools. Excellent verbal and written communication skills . Exceptional organizational and multitasking abilities . High level of discretion, professionalism, and confidentiality . Strong interpersonal skills and the ability to coordinate with high-profile clients . Ability to work independently and under pressure while meeting deadlines. Preferred Qualifications: Experience in coordinating international travel and handling visa requirements. Knowledge of CRM tools and office management software. Prior experience in a corporate or high-paced business environment .
