Key Responsibilities:

Executive Support:

Provide day-to-day administrative support to the senior executive (e.g., CEO, CFO, CIO, etc.), managing schedules, appointments, and meetings.
Proactively manage the executives calendar, ensuring optimal time management and avoiding scheduling conflicts.
Organize and prepare materials for meetings, presentations, and reports, ensuring that all necessary documentation is available.
Handle confidential and sensitive information with the utmost discretion and professionalism.

Communication Management:

Serve as the primary point of contact between the senior executive and both internal and external stakeholders.
Screen and manage phone calls, emails, and other communications, prioritizing urgent matters.
Draft correspondence, including emails, memos, and reports, as required.
Handle incoming inquiries and route them to the appropriate person or department, ensuring timely responses.

Travel and Logistics Coordination:

Arrange complex travel itineraries, including flight bookings, hotel accommodations, transportation, and visas as required.
Coordinate travel schedules and ensure all logistics are in place for business trips.
Prepare detailed itineraries and ensure smooth execution of travel arrangements.

Event Planning and Coordination:

Organize internal and external meetings, conferences, and events.
Coordinate logistics for large-scale events, such as board meetings, investor meetings, and conferences.
Liaise with vendors and suppliers for event materials, catering, and other arrangements.

Document and File Management:

Organize and maintain electronic and physical files, records, and documents.
Ensure all documents are filed in an orderly manner, ensuring quick access when needed.
Help prepare presentations, reports, and other documents for internal and external use.

Task and Project Management:

Assist in managing ad-hoc projects and initiatives by tracking deadlines, tasks, and deliverables.
Follow up with relevant team members to ensure tasks are completed on time and within scope.
Ensure that key action items are followed through and tracked.

Miscellaneous Administrative Tasks:

Handle personal errands for the senior executive when required.
Assist with personal finance administration or family-related matters as needed.
Maintain a high standard of professionalism while interacting with stakeholders at all levels.

Qualifications and Experience:

Educational Qualifications:
Additional certification or courses in office administration, business management, or project management will be a plus.

Experience:
Minimum 5-10 years of experience in an executive assistant or personal assistant role, supporting senior management or C-level executives.
Experience in a fast-paced, high-pressure corporate environment is highly desirable.
Proven experience in managing complex calendars, travel arrangements, and administrative tasks.

Skills:
Excellent organizational and time-management skills with the ability to prioritize multiple tasks.
Strong written and verbal communication skills.
High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Ability to handle confidential information with discretion and professionalism.
Excellent interpersonal skills, with a customer-service mindset.
Ability to work independently and as part of a team, with a proactive approach to problem-solving.

Personal Attributes:

Discretion: Able to manage confidential information with sensitivity and professionalism.
Proactive: Takes initiative, anticipates needs, and can work independently with minimal direction.
Detail-Oriented: Ensures tasks are completed with precision and accuracy.
Adaptability: Able to handle changing priorities and manage time effectively in a fast-paced environment.
Professionalism: Exhibits a polished and professional demeanor when interacting with executives, clients, and other stakeholders.
Resourceful: Ability to resolve problems quickly and efficiently, often under time constraints.

Secretary