Executive Secretary

About Aptia

Founded to shape the future of pensions, health, and insurance solutions, Aptia is a leading professional services firm dedicated to simplifying complexity for businesses and individuals. We bring together cutting-edge technology and deep industry expertise to help organisations navigate an evolving landscape with clarity and confidence.

With a presence in the US, UK, India, and Portugal, we support over six million people and more than 1,100 clients, delivering solutions that drive efficiency, enhance financial security, and provide peace of mind.

Our strength lies in the combination of smart technology and expert teams, ensuring that managing pensions, health, and insurance is more effective. By focusing on innovation, accessibility, and client success, we help businesses take care of their people, so they can focus on what they do best.

And we are expanding. Aptia Group is not only fueled by our investors backing but also by our commitment to foster the growth and success of our people. At Aptia, were investing heavily in learning and development, paving unique career paths for our colleagues.

Specialist. Responsive. Thoughtful. Our values arent just words; they are the backbone of our business. Our team embodies our values daily, to surpass client expectations, evolve constantly and nurture genuine relationships for the long-term.

Job requirements

We are seeking a highly organized, proactive, and exceptionally detail-oriented Administrative Assistant to provide comprehensive administrative and operational support. The ideal candidate will be a trusted partner, capable of anticipating needs and driving efficiencies across the executives portfolio

Key Responsibilities

• Manage calendars, coordinate meetings, appointments, and travel arrangements.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior leaders
• Provide administrative support to senior leaders by handling correspondence, emails, phone calls, and messages.
• Coordinate logistics for events, conferences, and meetings both locally and internationally.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform secretarial activities such as data entry, filing documents, and maintaining records.
• Maintain professionalism and strict confidentiality with all materials

Experience & Qualifications

• Graduates with 6-10 years of experience as an Executive Assistant or Administrative Assistant (EA/AA).
• Strong calendar management skills with attention to detail.
• Excellent communication skills with ability to work independently.
• Proficiency in MS Office applications including Excel spreadsheets.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Open to Flexible working hours.
• Shift Timing 5:00 PM to 2:00 AM

How to apply

If you are interested in this role, then we d love to hear from you. Please go ahead and click apply and submit your resume with appropriate contact information.

Aptia is committed to creating a diverse, inclusive and equitable work environment. At Aptia, fostering an equitable and inclusive environment for all our people to flourish is a priority. We are an equal opportunity employer and aim to attract and retain the best people without attention to age, background, disability, ethnic origin, family duties, political affiliation, race, religion, gender and sexual orientation.

If there are any reasonable adjustments we can make to the recruitment process to ensure it is accessible to you, we encourage you to reach out to us.