Executive Assistant, Executive Secretary

The Executive Assistant / Executive Secretary provides high-level administrative and coordination support to senior management or executives. The role is responsible for managing schedules, communication, meetings, documentation, travel, follow-ups, and confidential information while ensuring smooth day-to-day executive operations.

Key Responsibilities

• Manage the executives calendar, appointments, meetings, and daily schedule.
• Coordinate and schedule internal and external meetings with senior management, clients, and stakeholders.
• Handle emails, phone calls, correspondence, and communication on behalf of the executive.
• Prepare letters, reports, presentations, agendas, meeting minutes, and other documents.
• Maintain and organize confidential records, files, and business documents.
• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Prepare meeting materials and ensure all required information is available before meetings.
• Record and track meeting action points, decisions, and follow-up activities.
• Coordinate with different departments to ensure timely completion of tasks and deliverables.
• Organize business meetings, conferences, events, and executive engagements.
• Prepare MIS reports, presentations, and management updates when required.
• Act as a point of contact between the executive and internal/external stakeholders.
• Handle sensitive business and personal information with strict confidentiality and discretion.
• Monitor important deadlines, commitments, and follow-up items.
• Support the executive in projects, research, coordination, and administrative activities.
• Manage office and administrative requirements related to the executive’s work.
• Identify urgent matters and prioritize tasks effectively.
• Perform any other duties or special assignments given by senior management