Executive Secretary

Job Purpose

The Executive Secretary provides high-level administrative and executive support to senior management to ensure efficient office operations and effective decision-making. The role handles confidential information, manages executive schedules, coordinates communication, prepares reports, and supports daily business activities to enhance the overall productivity of the executive office

Key Accountabilities

1. Executive Support

• Manage executive calendars, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, minutes, presentations, and follow-up action items.
• Handle confidential information with professionalism and discretion.

2. Office & Administrative Management

• Organize and maintain electronic and physical filing systems.
• Draft, review, and manage correspondence, memos, and reports.
• Monitor office supplies and coordinate with procurement when needed.

3. Communication & Coordination

• Act as the primary point of contact between executives and internal/external stakeholders.
• Maintain effective communication channels and ensure timely responses.
• Coordinate cross-departmental communication and follow-ups on pending tasks.

4. Documentation & Reporting

• Prepare and format documents, presentations, and executive reports.
• Ensure accuracy, completeness, and compliance with company standards.
• Collect data and compile status updates for management review.

5. Meeting & Event Coordination

• Arrange logistics for internal and external meetings and events.
• Coordinate venue bookings, travel, refreshments, and required materials.
• Ensure proper follow-up on decisions and meeting outcomes.

6. Executive Office Support

• Support in policy, procedure, and workflow documentation.
• Assist in special assignments and projects as delegated by the executive.
• Maintain professionalism and confidentiality at all times.

Requirements

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• Diploma in Office Administration or Secretarial Studies is an advantage.

Experience

• 3–5 years of experience as an Executive Secretary, Personal Assistant, or Administrative professional.
• Experience supporting senior management or C-level executives preferred.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle multiple tasks and prioritize effectively.
• Strong attention to detail and problem-solving skills.
• Professional demeanor and strong interpersonal skills.
• Ability to work under pressure and meet deadlines.
• High level of confidentiality and integrity.