Secretary

Key Responsibilities:

Executive Support:

• Provide day-to-day administrative support to the senior executive (e.g., CEO, CFO, CIO, etc.), managing schedules, appointments, and meetings.
• Proactively manage the executives calendar, ensuring optimal time management and avoiding scheduling conflicts.
• Organize and prepare materials for meetings, presentations, and reports, ensuring that all necessary documentation is available.
• Handle confidential and sensitive information with the utmost discretion and professionalism.

Communication Management:

• Serve as the primary point of contact between the senior executive and both internal and external stakeholders.
• Screen and manage phone calls, emails, and other communications, prioritizing urgent matters.
• Draft correspondence, including emails, memos, and reports, as required.
• Handle incoming inquiries and route them to the appropriate person or department, ensuring timely responses.

Travel and Logistics Coordination:

• Arrange complex travel itineraries, including flight bookings, hotel accommodations, transportation, and visas as required.
• Coordinate travel schedules and ensure all logistics are in place for business trips.
• Prepare detailed itineraries and ensure smooth execution of travel arrangements.

Event Planning and Coordination:

• Organize internal and external meetings, conferences, and events.
• Coordinate logistics for large-scale events, such as board meetings, investor meetings, and conferences.
• Liaise with vendors and suppliers for event materials, catering, and other arrangements.

Document and File Management:

• Organize and maintain electronic and physical files, records, and documents.
• Ensure all documents are filed in an orderly manner, ensuring quick access when needed.
• Help prepare presentations, reports, and other documents for internal and external use.

Task and Project Management:

• Assist in managing ad-hoc projects and initiatives by tracking deadlines, tasks, and deliverables.
• Follow up with relevant team members to ensure tasks are completed on time and within scope.
• Ensure that key action items are followed through and tracked.

Miscellaneous Administrative Tasks:

• Handle personal errands for the senior executive when required.
• Assist with personal finance administration or family-related matters as needed.
• Maintain a high standard of professionalism while interacting with stakeholders at all levels.

Qualifications and Experience:

Educational Qualifications:

• Master's degree in any discipline (preferred).
• Additional certification or courses in office administration, business management, or project management will be a plus.

Experience:

• Minimum 5-10 years of experience in an executive assistant or personal assistant role, supporting senior management or C-level executives.
• Experience in a fast-paced, high-pressure corporate environment is highly desirable.
• Proven experience in managing complex calendars, travel arrangements, and administrative tasks.

Skills:

• Excellent organizational and time-management skills with the ability to prioritize multiple tasks.
• Strong written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to handle confidential information with discretion and professionalism.
• Excellent interpersonal skills, with a customer-service mindset.
• Ability to work independently and as part of a team, with a proactive approach to problem-solving.

Personal Attributes:

• Discretion:

  Able to manage confidential information with sensitivity and professionalism.

• Proactive:

  Takes initiative, anticipates needs, and can work independently with minimal direction.

• Detail-Oriented:

  Ensures tasks are completed with precision and accuracy.

• Adaptability:

  Able to handle changing priorities and manage time effectively in a fast-paced environment.

• Professionalism:

  Exhibits a polished and professional demeanor when interacting with executives, clients, and other stakeholders.

• Resourceful:

  Ability to resolve problems quickly and efficiently, often under time constraints.