Executive Secretary
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Key skills for this role
About the Role
We are seeking a highly organized, proactive, and discreet Executive Secretary to provide comprehensive administrative and operational support to the Managing Director. The role.
Key Skills for This Role
Responsibilities
- Manage daily documentation, correspondence, and cheque processing requiring Managing Director’s signature
- Coordinate personal and official travel arrangements including flight bookings, visa processing, and documentation
- Schedule, organize, and coordinate internal and external meetings
- Prepare and circulate Minutes of Meetings (MoM)
- Prepare and collate reports including P&L, RPU, and other management reports
- Manage DocuSign processes for SLAs, agreements, and official documentation
- Draft and circulate seasonal greetings and official communications from the Managing Director’s desk
- Create LPOs in JD Edwards system based on approved requests
- Process IT purchase requests and coordinate with IT department
- Manage shared corporate email communications (e.g., DEWA, Empower, chiller, and related utility correspondences)
- Follow up on Trade License renewals, ISO certifications, and VAT certificates
- Oversee ordering and distribution of office stationery, printed stationery, corporate gifts, pantry supplies, staff uniforms, and name badges
Requirements
- Highly organized, proactive, and discreet
- Experience in executive support and office administration
- Proficiency in DocuSign and JD Edwards (preferred)
- Strong communication and coordination skills
Full Job Posting
Role Overview
- We are seeking a highly organized, proactive, and discreet Executive Secretary to provide comprehensive administrative and operational support to the Managing Director.
- The role involves managing executive correspondence, travel coordination, meeting documentation, report preparation, and overseeing office administration across multiple branches and counters.
Executive Support
- Manage daily documentation, correspondence, and cheque processing requiring Managing Director’s signature.
- Coordinate personal and official travel arrangements including flight bookings, visa processing, and documentation.
- Schedule, organize, and coordinate internal and external meetings.
- Prepare and circulate Minutes of Meetings (MoM).
- Prepare and collate reports including P&L, RPU, and other management reports as required.
- Manage DocuSign processes for SLAs, agreements, and official documentation.
- Draft and circulate seasonal greetings and official communications from the Managing Director’s desk.
Administrative & Operational Coordination
- Create LPOs in JD Edwards system based on approved requests.
- Process IT purchase requests (hard copy and DocuSign coordination with IT department).
- Manage shared corporate email communications (e.g., DEWA, Empower, chiller, and related utility correspondences).
- Follow up on Trade License renewals, ISO certifications, and VAT certificates in coordination with PRO and relevant departments.
- Oversee ordering and distribution of office stationery, printed stationery, corporate gift items, pantry supplies, staff uniforms, and name badges.
- Coordinate signage, furniture, and lighting requirements for branches and counters.
Office & Facility Management
- Ensure readiness, cleanliness, and proper setup of the 3rd floor conference room.
- Provide reception support during break coverage when required.
- Maintain organized filing systems (physical and electronic).
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