Position Summary

Provide comprehensive secretarial and administrative support to the Managing Director and Senior Management Team while assisting with management reporting, data consolidation, project coordination, and busines ssupport activities. The role serves as a key liaison between departments to ensure smooth communication, timely follow-up of action items, and effective management reporting.

Key Responsibilities

Executive Secretarial Support

Provide full secretarial and administrative support to the Managing Director and Senior Management Team.
Manage calendars, appointments, meetings, and travel arrangements.
Coordinate meeting schedules, venue bookings, and meeting logistics.
Prepare meeting agendas, presentation materials, minutes of meetings, and follow-up action lists.
Handle correspondence, emails, and confidential documents professionally and discreetly.
Maintain filing systems and business records.

Management Reporting Support

Consolidate weekly and monthly operational reports from various departments.
Assist in preparing management reports, presentations, dashboards, and business review materials.
Support the collection, validation, and compilation of business data for management review.
Monitor and follow up on key action items arising from management meetings.
Assist in maintaining organization charts, department contact lists, and reporting templates.

Business & Project Coordination

Coordinate cross-functional activities and follow up with departments on assigned tasks and deadlines.
Liaise with internal departments and external parties to ensure timely communication and resolution of issues.

Basic Data Analysis & Reporting

Prepare routine reports using Excel templates.
Update and maintain dashboards and reporting databases.
Perform basic analysis and data validation to ensure reporting accuracy.
Support management with ad-hoc data requests and information gathering.

Administrative & General Support

Arrange travel bookings, accommodations, and logistics for management staff.
Coordinate company events, management meetings, and customer visits when required.
Maintain confidentiality of company information and management discussions.
Perform other duties assigned by the Managing Director or Senior Management Team.

Qualifications

Diploma or Degree in Business Administration, Management, Economics, or related field.
Minimum 3-5 years of experience in executive secretarial, administrative, or business support roles.
Experience supporting senior management is preferred.

Skills & Competencies

Technical Skills

Microsoft Office (Excel, PowerPoint, Word, Outlook)
Basic Power BI knowledge preferred
Basic data reporting and analysis skills
Experience with ERP systems (Oracle & NetSuite)

Soft Skills

Strong organizational and coordination skills
Good communication and interpersonal skills
Ability to manage multiple priorities and deadlines
Strong attention to detail
High level of professionalism and confidentiality
Proactive and able to work independently

Executive Secretary & Business Support Executive