Executive Secretary

About the Role

As an Executive Secretary, you will play a pivotal role in supporting our management team. Your responsibilities include providing administrative support, managing meetings and ensuring efficient office operations. This position requires a high level of professionalism, attention to detail, flexibility, and the ability to maintain confidentiality.

Responsibilities

• Manage and maintain the executive office, ensuring a tidy and organized workspace.
• Handle incoming calls, emails, and correspondence on behalf of senior management.
• Draft, format, and proofread documents, reports, and presentations.
• Schedule and coordinate meetings, appointments, and travel arrangements for senior management.
• Prepare meeting agendas and materials, distribute them to attendees, and take meeting minutes.
• Ensure that meeting rooms are set up and equipped with necessary resources.
• Conduct regular internal audits to identify areas of non-compliance and recommend corrective actions.
• Prepare compliance reports for management and regulatory agencies as required.
• Prepare and respond to official correspondence on behalf of senior management while maintaining confidentiality.
• Liaise with internal and external stakeholders on behalf of senior management.
• Develop and deliver compliance training programs for employees and HR staff and keep employees and management informed about changes in labor laws and regulations.
• Be flexible with working hours to accommodate the needs of senior management and assist in personal tasks and errands as required.
• Present a professional appearance and demeanor and maintain a neat and well-groomed appearance.
• Pay meticulous attention to detail in all tasks and review documents and communications for accuracy and completeness.

Qualifications

• Bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a relevant major is preferred.
• Proven experience as an executive secretary or administrative assistant supporting senior management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent verbal and written communication skills in English.
• Strong organizational and multitasking abilities and the ability to work independently and proactively.
• Flexibility to adjust work hours to meet the needs of the executives and ability to handle confidential and sensitive information with discretion.
• Professional appearance and demeanor, strong interpersonal skills and the ability to interact with individuals at all levels of the organization.