Executive Secretary

Job Description – Executive Secretary

Position Title: Executive Secretary
Department: Administration / Executive Office
Reports To: Managing Director

Job Summary

The Executive Secretary provides high-level administrative support to senior executives by managing schedules, handling correspondence, preparing reports, and coordinating meetings. The role requires discretion, professionalism, and excellent organizational skills to ensure the smooth functioning of executive operations.

Key Responsibilities

• Manage the executive’s daily calendar, schedule appointments, and organize meetings.
• Prepare agendas, take minutes, and follow up on action points from meetings.
• Draft, review, and manage correspondence, reports, and presentations.
• Handle confidential documents and maintain a high level of discretion.
• Screen phone calls, emails, and inquiries, and prioritize responses as required.
• Coordinate travel arrangements, visas, hotel bookings, and itineraries.
• Maintain filing systems (electronic and paper-based) for easy access and reference.
• Liaise with internal departments and external stakeholders on behalf of the executive.
• Track deadlines, tasks, and projects to ensure timely completion.
• Support the executive in day-to-day administrative and operational tasks.

Qualifications & Requirements

• Bachelor’s degree in Business Administration, Secretarial Studies, or related field.
• Proven experience as an Executive Secretary, Personal Assistant, or similar role.
• Excellent communication skills (written and verbal).
• Strong organizational and multitasking abilities.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Professional appearance, discretion, and integrity.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal skills with a proactive and flexible attitude.

Job Types: Full-time, Permanent

Application Question(s):

• How many years of experience do you have as an executive secretary?
• Current and expected salary?
• Are you available to join immediately or any notice period?