Executive Secretary - Executive Office

Responsibilities

We are seeking a dedicated and highly organized Executive Secretary to the Director / Executive Director to provide comprehensive administrative support. 
 
The ideal candidate will excel in multitasking, possess excellent communication skills, and have a strong attention to detail. This role requires discretion, professionalism, and the ability to handle sensitive information with utmost confidentiality.
 
Key Responsibilities

• Calendar Management: Proactively manage and prioritize the Executive Directors’ meetings and appointments, ensuring efficient use of their time.

• Written Communication: Draft, proofread, and edit a variety of documents, including correspondence, contracts, meeting minutes, reports, speeches, and presentations. Prepare official information releases for internal and external circulation, maintaining high-quality standards.

• Meeting Coordination: Organize and attend meetings, take detailed minutes (when applicable), and ensure prompt and accurate dissemination of communications from Senior Management to internal and external parties.

• Event Planning: Lead or actively participate in the planning and execution of business conferences, luncheons, and dinners involving internal and external stakeholders.

• Project Management: Manage and maintain Senior Management's special and strategic projects, handling confidential information 

• Team Collaboration: Lead and collaborate with cross-divisional teams on special projects, ensuring effective communication and project completion.

• Onboarding Support: Facilitate a smooth onboarding process for top executives and new joiners within the Division, including coordinating logistics and necessary resources.

• Travel Planning: Manage travel arrangements for the Executive Directors, including itinerary planning, accommodation, transportation, and expense reporting.

• Driver Liaison and Vehicle Management: Coordinate with drivers and oversee vehicle maintenance to ensure the Director / Executive Director transportation needs are met efficiently and safely

Requirements

• Bachelor's degree/Diploma in a relevant field preferred.

• Proven experience as an Executive Assistant or Personal Assistant to senior executives.

• Exceptional written and verbal communication skills.

• Proficiency in Microsoft Office Suite and other relevant software.

• Strong organizational and time management skills.

• Ability to handle confidential information with discretion.

• Excellent problem-solving and decision-making abilities.

• Flexibility to adapt to changing priorities and work under pressure.