Executive Secretary

Role & responsibilities

To provide high-level executive support to the Chairperson / MD / Senior Leadership, ensuring effective management of
schedules, meetings, communication, documentation, follow-ups and executive priorities. The role requires a highly
mature, dependable and discreet professional who can operate independently, manage sensitive information and ensure
seamless coordination across internal and external stakeholders.
KEY RESPONSIBILITIES
Executive & Calendar Management
• Manage the executive's calendar, appointments, meetings, travel schedules and day-to-day commitments.
• Prioritise and coordinate meetings based on business requirements and executive priorities.
• Ensure timely preparation of meeting schedules, agendas, relevant documents and briefing materials.
• Manage changes and last-minute requirements with speed, discretion and sound judgement.
Meeting & Follow-up Management
• Coordinate internal and external meetings involving senior leadership, key stakeholders, clients and business partners.
• Prepare and circulate Minutes of Meeting (MOM), action points and follow-up trackers.
• Track pending actions and commitments and ensure timely closure through regular follow-up.
Stakeholder Coordination
• Act as a key coordination point between the executive office and internal teams, senior management, clients, consultants,
vendors and other external stakeholders.
• Ensure clear and timely communication on behalf of the executive wherever required.
• Handle interactions with senior stakeholders with professionalism, maturity and discretion.
Documentation & Reporting
• Prepare, review and maintain presentations, reports, correspondence, trackers, MIS and other executive documents.
• Maintain organised records of important documents, communications and management information.
• Support preparation of business reviews, management presentations and leadership-level documentation.
Confidentiality & Executive Support
• Handle highly confidential business, financial, employee and personal information with complete discretion.
• Exercise sound judgement in determining the sensitivity and priority of information and communications.
• Anticipate requirements and proactively prepare information, documents and follow-ups ahead of deadlines.
Travel & Event Coordination
• Coordinate domestic and international travel, accommodation, itineraries and related arrangements as required.
• Support executive participation in conferences, meetings, business events and other engagements.

Preferred candidate profile