Secretary / Executive Assistant To a Leader

The Secretary / Executive Assistant provides comprehensive administrative and organizational support to the Leader, ensuring smooth day-to-day operations of the office. This role demands a high level of discretion, efficiency, and communication skills to manage schedules, coordinate meetings, handle sensitive information, and act as a liaison between the Leader and internal/external stakeholders. The position plays a vital role in enabling the Leader to focus on strategic and operational priorities.

Key Responsibilities

Administrative Support

• Manage and maintain the Leaders calendar, including scheduling appointments, meetings, conferences, and travel.
• Prepare, proofread, and edit correspondence, reports, presentations, and other documents.
• Handle incoming and outgoing communications with confidentiality and professionalism.
• Ensure timely follow-up on requests, emails, and action items.
  

Meeting & Event Coordination

• Organize and coordinate meetings, including preparing agendas, taking minutes, and distributing relevant materials.
• Facilitate internal/external meetings, video calls, and events.
• Track and monitor key decisions and action items arising from meetings.
  

Information & Document Management

• Maintain organized records, filing systems, and documentation (physical and digital).
• Coordinate submission of departmental updates, reports, and governance materials.
  

Stakeholder & Communication Management

• Serve as the primary point of contact for the Leaders office, liaising with senior executives, department heads, vendors, and partners.
• Manage sensitive and confidential information with discretion and diplomacy.
• Support the Leader’s communication with Board members, leadership teams, and external stakeholders.
  

Project & Task Support

• Assist in monitoring Leader-led initiatives, projects, and special assignments, ensuring timelines and deliverables are met.
• Provide administrative support during strategy planning, audits, and reviews.
  

Qualifications

Education:

• Any Graduate/Post-Graduate.
• Certification in Executive Assistance or Office Management is an added advantage.
  

Experience:

• Minimum 8+ years of experience as an Executive Assistant or Secretary supporting senior leaders or C-suite executives, preferably in a corporate environment.
  

Skills & Competencies:

• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• High level of discretion, integrity, and professionalism.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with collaboration tools such as Teams, Zoom, SharePoint is preferred.
• Ability to work independently, anticipate needs, and deliver proactively.
  

Key Attributes

• Trustworthy and dependable with strong ownership.
• Composed and adaptable in a fast-paced, dynamic environment.
• Excellent interpersonal skills with a customer-oriented attitude.
• Strong attention to detail and accuracy.