Executive Secretary
About this position
Responsibilities
• Manage and maintain the executive office, ensuring a tidy and organized workspace.
• Handle incoming calls, emails, and correspondence on behalf of senior management.
• Draft, format, and proofread documents, reports, and presentations.
• Schedule and coordinate meetings, appointments, and travel arrangements for senior management.
• Prepare meeting agendas and materials, distribute them to attendees, and take meeting minutes.
• Ensure that meeting rooms are set up and equipped with necessary resources.
• Conduct regular internal audits to identify areas of non-compliance and recommend corrective actions.
• Prepare compliance reports for management and regulatory agencies as required.
• Prepare and respond to official correspondence on behalf of senior management.
• Maintain a high level of professionalism and confidentiality in all communications.
• Liaise with internal and external stakeholders on behalf of senior management.
• Develop and deliver compliance training programs for employees and HR staff.
• Keep employees and management informed about changes in labor laws and regulations.
• Be flexible with working hours to accommodate the needs of senior management.
• Assist in personal tasks and errands as required.
• Present a professional appearance and demeanor.
• Maintain a neat and well-groomed appearance.
• Pay meticulous attention to detail in all tasks.
• Review documents and communications for accuracy and completeness.
Requirements
• Bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a relevant major is preferred.
• Proven experience as an executive secretary or administrative assistant supporting senior management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent verbal and written communication skills in English.
• Strong organizational and multitasking abilities.
• Exceptional attention to detail and accuracy.
• Ability to work independently and proactively.
• Flexibility to adjust work hours to meet the needs of the executives.
• Professional appearance and demeanor.
• Ability to handle confidential and sensitive information with discretion.
• Strong interpersonal skills and the ability to interact with individuals at all levels of the organization.