Executive Secretary
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Key skills for this role
About the Role
Sanzen Developments seeks an experienced Executive Secretary to provide high-level administrative support to the Chairman, CRO, COO, and Executive Committee. The role requires managing complex calendars, coordinating travel, handling confidential correspondence, and supporting operational projects.
Key Skills for This Role
Responsibilities
- Act as gatekeeper and primary point of contact for Chairman, CRO, and COO
- Manage complex, fast changing calendars across multiple time zones
- Compile agendas, briefings, reports, and presentations for executive meetings
- Review, sort, and prioritize incoming emails, mail, and phone calls; draft professional responses
- Attend high level meetings to take minutes and track action items
- Arrange domestic and international travel itineraries including flights, accommodation, visas, and ground transportation
- Track, compile, and submit monthly expense reports and credit card reconciliations
- Maintain secure digital and physical filing system for executive records and contracts
- Coordinate executive level events, town halls, board meetings, and leadership retreats
- Assist COO and CRO with ad hoc operational tracking and compliance data gathering
Requirements
- Minimum 5–7 years of experience as an Executive Assistant or Personal Assistant supporting C Suite executives or Board Members
- Bachelor's degree in Business Administration, Human Resources, Communications, or related field preferred
- Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
- Experience with task management tools (Asana, Trello, or Slack)
- Exceptional organizational and prioritization skills
- Flawless written and verbal communication skills
- Ability to handle highly sensitive, confidential information with integrity
Full Job Posting
Role Overview
- The Personal Assistant provides high level, confidential, and seamless administrative and operational support to the Chairman, CRO, COO, and Executive Committee.
- Requires a highly organized, proactive, and resilient professional who can balance competing priorities and manage complex calendars.
Key Responsibilities
- Act as gatekeeper for Chairman, CRO, and COO, managing access with diplomacy.
- Manage, optimize, and de conflict complex calendars across multiple time zones.
- Ensure executives are prepared for meetings by compiling agendas, briefings, reports, and presentations.
- Review, sort, and prioritize incoming communications; draft responses and handle routine correspondence.
- Act as communication bridge between executive team and internal/external stakeholders.
- Attend high level meetings to take minutes, track action items, and follow up.
- Arrange domestic and international travel itineraries including flights, accommodation, visas, and ground transportation.
- Track, compile, and submit monthly expense reports and reimbursement claims.
- Maintain organized, secure digital and physical filing system for executive records and contracts.
- Coordinate executive level events, town halls, board meetings, and leadership retreats.
- Assist COO and CRO with ad hoc operational tracking and reporting.
Job Requirements & Qualifications
- Minimum 5–7 years as Executive Assistant or Personal Assistant supporting C Suite or Board Members.
- Bachelor's degree in Business Administration, HR, Communications, or related field preferred.
- Advanced proficiency in Microsoft Office 365 and task management tools (Asana, Trello, Slack).
- Exceptional organizational skills with ability to prioritize heavy workflow.
- Flawless written and verbal communication skills.
- Resilient under pressure with ability to pivot quickly.
- Uncompromising integrity and ability to handle sensitive information.
Key Performance Indicators
- Zero scheduling conflicts; optimal time allocation for strategic tasks.
- High speed and accuracy in drafting correspondence and managing data.
- Strict maintenance of confidentiality.
- Anticipating executive needs before disruptions occur.
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