Secretary

Role & responsibilities

Location

Job Summary:

Key Responsibilities:

• Executive Support
• Provide high-level administrative assistance to ExCo members.
• Manage calendars, schedule meetings, and coordinate logistics across time zones.
• Prepare agendas, take minutes, and follow up on action items.
• Travel Coordination
• Plan and book complex international and domestic travel itineraries.
• Handle visa applications, accommodations, and expense reporting.
• Ensure seamless travel experiences with contingency planning.
• Meeting & Event Management
• Organize interlocking meetings with internal and external stakeholders.
• Coordinate virtual and in-person events, including leadership offsites.
• Ensure timely communication and documentation for all meetings.
• Stakeholder Engagement
• Act as a liaison between ExCo and cross-functional teams.
• Facilitate smooth communication and alignment across departments.
• Track and follow up on key deliverables and deadlines.
• Documentation & Reporting
• Maintain confidential records and files.
• Prepare presentations, reports, and correspondence using MS Office tools.
• Ensure data accuracy and version control.

Required Skills & Qualifications:

• Proven experience in executive or administrative support roles.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to work independently and handle sensitive information with discretion.
• Willingness to work in US time zones (EST/PST overlap).

Preferred Qualifications:

• Graduate in any field
• Experience supporting C-level executives or global leadership teams.
• Familiarity with travel management tools and expense systems (e.g., Concur).
• Exposure to multinational corporate environments.