Executive Secretary

Job Purpose

Minimum Qualifications

• Accurate typing speed of at least 50 words per minute is required.
• English proficiency, strong organizational ability, PC skills in Word, Excel, and PowerPoint, management ability, and strong public relations and communication skills are required.
• At least five years in an executive management role with an organization of 70 or more people is required.
• A bachelor's degree in business administration, management, or a related discipline is required.
• Eight to twelve or more years supporting senior executives, directors, or C-level management is required.
• Experience in multinational or large corporate organizations is preferred.

Executive Support

• Manage complex executive calendars, prioritize appointments, resolve scheduling conflicts, and coordinate executive plans, meetings, and deadlines.
• Prepare executive briefings, reports, presentations, and correspondence.

Board and Leadership Support

• Organize Executive Committee, Management Team, and Board meetings.
• Prepare agenda packages and presentation materials, record confidential minutes, and monitor action items.
• Coordinate follow-up with senior management and business leaders.

Strategic Communication

• Draft and review high-level correspondence on behalf of executives.
• Screen and prioritize communications and requests.
• Serve as the primary contact between executives and internal and external stakeholders.

Travel and Event Management

• Organize complex international travel arrangements, including multi-country itineraries, visas, and protocol requirements.
• Coordinate executive visits, conferences, leadership events, VIP meetings, and business-trip logistics.

Governance and Administration

• Handle highly confidential business information and sensitive documentation.
• Support corporate governance compliance and maintain executive records, reports, and strategic documentation.
• Monitor executive expenses, budgets, and corporate administration requirements.

Coordination and Leadership

• Guide and coordinate administrative staff when required and establish administrative best practices across departments.
• Support organizational initiatives and executive projects and assist with management reports and KPI presentations.

Required Competencies

• Executive calendar and stakeholder management, advanced business communication, board meeting and governance support, strategic planning, prioritization, discretion, and confidentiality are required.
• Advanced Microsoft Office and presentation skills, interpersonal and influencing skills, and the ability to work under pressure are required.
• Additional languages are highly desirable.