Executive Secretary

Calendar and Schedule Management

• Own and maintain the leader's calendar; schedule internal and external meetings, resolve conflicts and prioritize based on business criticality.
• Send timely meeting invites with agenda, venue/conferencing links and required pre-reads.
• Provide a daily and weekly view of commitments, along with advance reminders for critical engagements.

Meeting Coordination and Follow-up

• Coordinate leadership meetings, reviews and board/committee sessions including venue, logistics, refreshments and technology setup.

Communication Management

• Manage incoming calls, emails and correspondence; screen, prioritize and route appropriately.
• Draft, proofread and dispatch letters, emails, memos and internal communication on behalf of the leader.
• Act as the first point of contact between the leader and internal teams, clients, vendors, regulators and other external stakeholders.

Travel and Expense Management

• Plan and book domestic and international travel — flights, hotels, ground transport, visas and forex.
• Prepare detailed travel itineraries and manage last-minute changes.
• Compile and submit travel and business expense claims in line with company policy; track reimbursements to closure.

Documentation and Records

• Maintain organized physical and digital filing of contracts, agreements, approvals, MIS and confidential documents.
• Route documents for signature and approval, and track turnaround.
• Maintain trackers and dashboards as required by the leader.

Office and Visitor Coordination

• Coordinate with Admin, IT and Facilities for workspace, systems and infrastructure requirements.
• Host and manage visitors, including scheduling, reception coordination and hospitality arrangements.
• Support planning and execution of internal events, offsites and leadership engagements.

Personal Task Management

• Maintain a consolidated task list of the leader's business and personal commitments; track each item through to closure and provide status updates without being prompted.
• Manage personal appointments and engagements — medical, banking, insurance, education, membership and similar — including scheduling, documentation and reminders.
• Coordinate personal travel, bookings and associated logistics alongside official travel.
• Manage personal documentation and renewals such as passport, visa, licenses, policies and subscriptions, with advance alerts before expiry.
• Coordinate with household staff, service providers and vendors for personal requirements as directed.
• Handle personal expenses, bill payments and record-keeping, maintaining a clear separation from company accounts and expense claims.
• Apply the same standard of confidentiality, ownership and follow-through to personal tasks as to business tasks.

Confidentiality and Governance

• Handle sensitive commercial, financial and employee information with strict confidentiality.
• Ensure adherence to internal policies, approval matrices and compliance requirements in all administrative activity.