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 2. Office & Administrative Management 3. Communication & Coordination 4. Documentation & Reporting 5. Meeting & Event Coordination 6. Executive Office Support

• 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.
• 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.
• 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.
• 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.
• 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.
• 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