Executive Assistant / Secretary
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Key skills for this role
About the Role
Executive Support Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones. Prepare meeting agendas, minutes, presentations, and br.
Key Skills for This Role
Responsibilities
- Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones
- Prepare meeting agendas, minutes, presentations, and briefing materials for executive decision making
- Handle confidential correspondence, emails, and communications on behalf of the management office
- Coordinate travel arrangements, itineraries, visas, and logistics for local and international trips
- Prepare high quality reports, dashboards, and executive summaries using advanced Excel functions
- Maintain and update databases, trackers, and performance monitoring tools
- Develop professional PowerPoint presentations for executive meetings, board sessions, and strategic reviews
- Serve as primary point of contact between management office and internal/external stakeholders
- Track and follow up on action items, deadlines, and deliverables to ensure timely completion
- Support budgeting, expense tracking, and financial documentation for the management office
Requirements
- Experience in executive support or secretarial roles
- Proficiency in advanced Excel functions (pivot tables, VLOOKUP, formulas, charts)
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Ability to handle confidential information with discretion
Full Job Posting
Executive Support
- Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Prepare meeting agendas, minutes, presentations, and briefing materials for executive decision‑making.
- Handle confidential correspondence, emails, and communications on behalf of the management office.
- Coordinate travel arrangements, itineraries, visas, and logistics for local and international trips.
Data Management & Document Preparation
- Prepare high‑quality reports, dashboards, and executive summaries for management review.
- Analyze data and generate insights using advanced Excel functions (pivot tables, VLOOKUP/XLOOKUP, formulas, charts, data validation).
- Maintain and update databases, trackers, and performance monitoring tools.
- Consolidate departmental submissions into structured, accurate management reports.
- Develop professional PowerPoint presentations for executive meetings, board sessions, and strategic reviews.
- Ensure all documents are visually polished, accurate, and aligned with corporate branding.
- Support the creation of business proposals, briefing packs, and communication materials.
Office & Operations Management
- Serve as the primary point of contact between the management office and internal/external stakeholders.
- Ensure smooth daily operations by coordinating with departments, vendors, and service providers.
- Track and follow up on action items, deadlines, and deliverables to ensure timely completion.
- Support the planning and execution of executive events, board meetings, and corporate engagements.
Communication & Coordination
- Draft, review, and edit executive communications, reports, and official documents.
- Facilitate effective information flow between leadership and teams across the organization.
- Maintain professional relationships with clients, partners, government entities, and VIP guests.
Strategic & Administrative Support
- Conduct research, compile data, and prepare executive summaries for strategic initiatives.
- Assist with project coordination, monitoring progress, and preparing status updates.
- Support budgeting, expense tracking, and financial documentation for the management office.
- Identify opportunities to improve processes, enhance efficiency, and strengthen executive workflows.
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