Executive Secretary to the Managing Director
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Key skills for this role
About the Role
MTRADING INTERNATIONAL seeks an experienced Executive Secretary to provide high-level administrative support to the Managing Director. The role involves calendar management, communication gatekeeping, meeting coordination, travel arrangements, and documentation.
Key Skills for This Role
Responsibilities
- Coordinate and maintain the Managing Director's complex calendar, schedule appointments, and resolve scheduling conflicts proactively
- Screen and handle incoming calls, emails, and correspondence; draft professional responses, memos, and corporate communications on behalf of the MD
- Organize executive meetings, prepare agendas, take accurate minutes, and follow up on action items
- Manage comprehensive domestic and international travel itineraries, including flights, accommodation, visas, and expense reporting
- Maintain a secure, centralized digital and physical filing system for confidential corporate documents
- Welcome high profile clients, business partners, and guests, ensuring a professional representation of the executive office
Requirements
- Minimum 5 10 years of experience as an Executive Secretary, Personal Assistant, or Senior Administrator supporting C level executives
- Bachelor's degree in Business Administration, Secretarial Studies, or related field
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Exceptional verbal and written English communication skills
Full Job Posting
Job Purpose
- We are seeking a highly organized, proactive, and discreet Executive Secretary to provide comprehensive, high level administrative support to our Managing Director.
- The ideal candidate will act as the primary point of contact for internal and external stakeholders, managing day to day operations seamlessly to maximize the Managing Director’s efficiency.
Key Responsibilities
- Calendar & Schedule Management: Coordinate and maintain the Managing Director's complex calendar, schedule appointments, and resolve scheduling conflicts proactively.
- Communication Gatekeeper: Screen and handle incoming calls, emails, and correspondence; draft professional responses, memos, and corporate communications on behalf of the MD.
- Meeting Coordination: Organize executive meetings, prepare agendas, take accurate minutes, and follow up on action items across various departments.
- Travel Arrangements: Manage comprehensive domestic and international travel itineraries, including flights, accommodation, visas, and expense reporting.
- Documentation & Reporting: Maintain a secure, centralized digital and physical filing system for confidential corporate documents. Assist in compiling data and preparing performance reports or presentations.
- Visitor Liaison: Welcome high profile clients, business partners, and guests, ensuring a professional and welcoming representation of the executive office.
Qualifications & Requirements
- Experience: Minimum of 5 10 years of experience as an Executive Secretary, Personal Assistant, or Senior Administrator directly supporting C level executives (MD, CEO, or Chairman).
- Education: Bachelor’s degree in Business Administration, Secretarial Studies, or a related field.
- Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Communication: Exceptional verbal and written English communication skills. (Knowledge of additional languages is a plus).
- Core Competencies: Strong multi tasking abilities, sharp attention to detail, strict adherence to confidentiality, and excellent problem solving skills under tight deadlines.
Work Location
- In person
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