Executive Secretary / PA / C-suite executive

The Executive Secretary PA provides high-level administrative and executive support to the Deputy CEO and CEO, ensuring smooth daily operations, effective time management, and professional communication within and outside the organization. The role demands discretion, efficiency, and a deep understanding of the construction industry’s dynamic environment.

· Manage the executive’s calendar, schedule meetings, and coordinate appointments.

· Organize travel arrangements, accommodations, and detailed itineraries.

· Prepare meeting agendas, minutes, and follow-up action lists.

· Act as the first point of contact for internal and external stakeholders.

· Screen and prioritize emails, phone calls, and correspondence.

· Draft letters, reports, presentations, and internal memos.

· Handle sensitive information with the highest level of confidentiality.

· Manage confidential reports, contracts, and business documentation.

· Coordinate board meetings, client presentations, site visits, and industry events.

· Assist in preparing project updates, board reports, and executive summaries.

· Maintain organized and up-to-date filing systems (physical and digital).

· Oversee pantry operations, ensuring cleanliness, stock control, and cost efficiency.

· Supervise receptionists and office assistants, ensuring high performance and adherence to company standards and delivering excellent front desk and visitor management services.

· Liaise with vendors and service providers for office supplies, stationery, maintenance, and facility requirements.