Executive Secretary

The Executive Secretary is responsible for providing high-level administrative and executive

support to senior management, ensuring efficient office operations and professional handling of

all executive-related matters. The role involves managing schedules, preparing correspondence,

coordinating meetings, handling confidential information, and supporting decision-making

processes through accurate documentation and communication. The Executive Secretary serves as

a key point of contact between the executive office, internal departments, and external

stakeholders to facilitate smooth organizational communication and workflow.

Accountabilities Key Activities

Executive & Administrative Support

• Manage the daily schedule, appointments, and travel arrangements of the executive.

• Prepare, review, and organize correspondence, reports, and meeting materials.

• Draft letters, memos, and formal communications on behalf of management.

Coordination & Communication

• Act as a liaison between the executive office and internal departments to ensure timely

information exchange.

• Coordinate with external partners, clients, and government entities as directed.

• Manage incoming and outgoing communications and ensure confidentiality at all times.

Meeting & Event Management

• Arrange and coordinate executive meetings, conferences, and presentations.

• Record and distribute meeting minutes and follow up on action items.

• Support the preparation of agendas, presentations, and background materials.

Record & Documentation Control

• Maintain organized filing systems for confidential and official documents.

• Ensure proper archiving and document control aligned with company policies.

• Monitor correspondence logs and maintain executive records for audit readiness.

Office & Logistical Support

• Oversee office supplies, equipment requests, and service coordination for the executive

office.

• Support ad hoc tasks and special projects assigned by management.

• Ensure the executive office operates efficiently and professionally.

JOB SPECIFICATIONS

Industry / Domain •

Executive Administration and Office Management

Necessary Knowledge and Experience

• Minimum of 5–8 years of experience as an executive secretary or in senior

administrative support.

• Proven experience in managing high-level correspondence, schedules, and

confidential information.

• Strong organizational, multitasking, and communication skills.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and document

management systems.

Education and Certification Minimum Requirements

• Bachelor’s degree or diploma in Business Administration, Office Management, or a

related field.

• Professional training in executive assistance, communication, or document control is

preferred.

Job Specific Technical Skills

• Executive scheduling and coordination.

• Business correspondence and report preparation.

• Confidential information handling and discretion.

• Office management and organizational skills.

• Excellent written and verbal communication abilities (English proficiency required).