Executive Secretary

Job Summary
The Executive Secretary is a vital member of the executive office, providing comprehensive administrative support to the CEO to ensure smooth and efficient operations. This role requires exceptional organizational skills, strong communication abilities, and a high degree of discretion. The ideal candidate will be proactive, detail-focused, and capable of managing multiple priorities independently in a fast-paced, dynamic environment. Maintaining professionalism and confidentiality at all times is essential.

Key Responsibilities
Acting as the CEO’s primary point of contact, the Executive Secretary manages all incoming communications, including phone calls, emails, correspondence, and visitor inquiries. Routine matters are handled independently, while critical issues are escalated appropriately, always with professionalism and discretion.

The role involves meticulous management of the CEO’s calendar by coordinating with internal teams and external stakeholders to schedule meetings, appointments, conferences, and events. This includes managing communication flow, securing necessary approvals, and handling documentation. The Executive Secretary prepares and distributes agendas, briefing materials, and presentations, records minutes during meetings, and ensures timely follow-up on action items.

Travel logistics planning and coordination for the CEO is another key responsibility. This includes booking flights, accommodations, transportation, and arranging visas. The Executive Secretary ensures all travel documents are accurate, compliant, and properly maintained.

Maintaining the operational readiness of the CEO’s office is critical. The Executive Secretary collaborates with IT and Administration departments to ensure all equipment, software, and tools are functional and up to date.

An updated contact list of key clients, business partners, vendors, and VIP stakeholders is maintained to facilitate efficient communication and quick reference.

Additional duties or special projects may be assigned by the CEO or line manager, requiring flexibility and adaptability.

Required Qualifications
A Bachelor’s degree in Business Administration, Management, Business Communication, or a related field is required.

Candidates must have 4 to 6 years of experience in an executive support role, preferably supporting C-level executives.

Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, is essential.

Excellent written and verbal communication skills are mandatory.

Strong organizational and time-management skills are required to handle competing priorities effectively.

A high level of discretion and the ability to maintain confidentiality are critical.

Familiarity with office management tools and procedures is necessary.

The ability to multitask and prioritize in a demanding environment is essential.

Professional conduct and strong interpersonal skills are fundamental to success in this role.

Job Type: Full-time
Work Location: On-site

This position offers a unique opportunity to work closely with senior leadership in a dynamic and challenging environment. The successful candidate will thrive on managing complex schedules and sensitive information with precision, tact, and professionalism.