Executive Secretary

JOB DESCRIPTION EXECUTIVE SECRETARY

Job highlights

• Bachelor's degree in Business Administration or related field; 5+ years supporting proficiency in MS Office
• Manage CEO's /Managing Director and Lady Chairmans calendar, coordinate communication, organize meetings, arrange travel, handle confidential information.

Job description

Key Responsibilities

1.Calendar and Schedule Management

• Maintain and coordinate the CEO's calendar, scheduling meetings, appointments, and events.
• Ensure the CEO is informed and prepared for all commitments.

2.Communication and Correspondence

• Manage incoming and outgoing communication, including emails, calls, and letters.
• Draft, proofread, and edit reports, presentations, and official correspondence.

3.Meeting Coordination

• Organize and facilitate executive meetings, including preparing agendas, recording minutes, and following up on action items.
• Coordinate with internal and external stakeholders to ensure smooth communication.

4.Travel and Logistics

• Arrange and manage travel itineraries, accommodations, and logistics for domestic and international trips.
• Prepare travel expense reports and ensure timely reimbursements for the Marketing and Business Development Teams.

6. Accompany the Lady Chairman for the events, functions and religious places locally as and

when required.

7.Office Management

• Liaise with other departments to ensure seamless administrative operations.
• Oversee the maintenance of records and filing systems for the CEO's office.

Qualifications and Skills

• Education: Bachelor's degree in Business Administration, Communications, or a related field (Master's preferred).
• Experience: 5+ years of experience as an Executive Secretary or in a similar role supporting C-suite executives.
• Technical Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools is a plus.
• Communication Skills: Excellent written and verbal communication skills.
• Organizational Skills: Strong ability to multitask, prioritize, and meet deadlines.
• Interpersonal Skills: Professional demeanour, with the ability to build relationships across all levels of an organization.
• Problem-Solving: Resourceful and proactive in dealing with issues that may arise.

Key Competencies

• High attention to detail.
• Strong sense of urgency and ability to work under pressure.
• Adaptability and a proactive approach to tasks.
• Commitment to confidentiality and ethical behaviour.