Executive Secretary

Role Overview

Organizational Accountabilities

• Support compliance with labor laws, organizational policies, professional standards, and PDPL requirements.
• Promote professionalism and high service standards in executive interactions.
• Maintain confidential employee, organizational, and HR-related information securely.

Executive Office Support

• Manage calendars, appointments, meeting schedules, leadership meetings, and organizational committees.
• Handle office communications and prepare correspondence, reports, presentations, agendas, and supporting documents.
• Attend meetings when required, record minutes, and track action items.
• Maintain physical and electronic filing systems and retrieve documents for audits, accreditation, and compliance reviews.

Coordination and Reporting

• Arrange business travel, accommodation, itineraries, official visits, executive meetings, and office events.
• Prepare workforce reports, organizational charts, presentations, and executive summaries.
• Track recruitment requests, manpower plans, organizational changes, and strategic HR initiatives.
• Act as a liaison with internal departments and external stakeholders, including regulatory authorities, consultants, accreditation bodies, and recruitment partners.

Knowledge and Experience

• 3–5 years of experience in executive or senior administrative support.
• Experience supporting senior executives; C-level support experience is preferred.
• Healthcare or regulated-environment experience is preferred.
• Strong understanding of executive office operations.
• Familiarity with document control, reporting, coordination, and confidential information handling.

Education and Certifications

• Bachelor's degree in Business Administration, Human Resources, Management, or a related field.
• Executive Secretary or Administrative Professional certification is preferred.
• Office Management or Business Communication training is preferred.
• Advanced Microsoft Office certification is preferred.