Executive Secretary

The Executive Secretary to the Board of Directors will serve as a strategic enabler and administrative partner to the Directors of Technomak Group. This high-impact role goes beyond traditional executive support to include active coordination of board-level initiatives, project follow-ups, cross-functional liaison, and confidential assignment management.

Minimum Qualifications:

Bachelor’s Degree in Business Administration, Management, or any related field.
(Master’s Degree is an advantage.)

Minimum Experience:

10+ years of experience in Executive Assistant or Personal Assistant roles, preferably in a corporate or multinational environment. Experience supporting senior leadership, board members, or C-suite executives is essential.

Job-Specific Skills:

· Calendar and schedule management

· Travel planning (domestic and international)

· Drafting reports, minutes, and professional correspondence

· Event and meeting coordination

· Document and file management

· Executive communication and liaison handling

· Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting tools (Zoom, MS Teams)

Roles and Responsibilities

1. Executive & Administrative Support

• Manage and coordinate complex calendars, prioritize appointments, and schedule meetings across time zones
• Handle all travel arrangements including visas, bookings, itineraries, and reimbursements
• Prepare, review, and organize briefing materials, reports, agendas, and board documents for meetings
• Draft professional correspondence, presentations, and internal communications on behalf of the BODs

2. Strategic Task Delegation & Project Tracking

• Act as a central coordinator for follow-up and execution of decisions made by the Board
• Maintain trackers for key board-level initiatives, ensuring visibility and progress reporting
• Coordinate with departments to gather updates, compile reports, and escalate delays
• Assist in light project management tasks such as timelines, document consolidation, and stakeholder reminders

3. Cross-functional Liaison & Internal Communication

• Serve as the single point of contact for inter-departmental communication routed through the BODs
• Ensure information flows accurately and on time from the board to senior leadership and vice versa
• Coordinate follow-ups with Leadership Team and department heads on behalf of BODs
• Join select internal meetings to record actions, capture insights, and ensure accountability tracking

4. Confidentiality, Governance & Documentation

• Maintain utmost confidentiality regarding executive discussions, financials, HR matters, and strategy
• Archive board meeting minutes, resolutions, and sensitive documents in a secure system
• Support in managing board governance documentation and ensuring proper version control
• Handle legal and compliance-related documents where executive signatures or oversight are needed

5. Meeting & Event Management

• Organize and support internal events, leadership offsites, and VIP client meetings as directed
• Ensure seamless logistical planning including AV setup, catering, guest coordination, and feedback collection
• Take accurate minutes of meetings and ensure follow-through on key action items

6. Insight Gathering & Decision Support

• Conduct light research, benchmarking, or background checks to support board-level decisions
• Assist in preparing dashboards or executive summaries for review using inputs from various departments
• Monitor key deadlines, external reports, regulatory filings, or industry updates relevant to the BODs

7. External Stakeholder Coordination

• Coordinate with external clients, partners, legal advisors, auditors, and consultants as per board direction
• Arrange high-level external meetings, visits, or presentations with meticulous attention to detail
• Maintain contact lists and relationship tracking for strategic external stakeholders

8. Special Assignments & Delegated Projects

• Take ownership of special assignments such as office protocol improvements, internal surveys, or policy tracking
• Represent the BODs in internal task forces, committees, or process reviews when delegated
• Lead confidential projects and provide regular status updates to the BODs

Job Type: Full-time