Executive Assistant

Reporting To

Deputy 2nd Chairperson

Job Purpose

The Executive Secretary provides comprehensive administrative and secretarial support to the Deputy 2nd Chairperson, ensuring the smooth coordination of daily activities, appointments, meetings, and correspondence. The role requires exceptional organizational skills, professionalism, discretion, and the ability to effectively manage priorities in a fast-paced corporate environment.

Key Responsibilities

Executive & Administrative Support

• Provide full secretarial and administrative support to the Deputy 2nd Chairperson.
• Manage and maintain the Deputy 2nd Chairperson's calendar, ensuring effective scheduling and prioritization of appointments, meetings, and events.
• Coordinate internal and external meetings, including preparing agendas, arranging meeting venues, and organizing logistics.
• Screen and prioritize incoming calls, emails, and correspondence, responding where appropriate.
• Track and monitor follow-up actions arising from meetings and ensure timely completion.

Calendar & Appointment Management

• Maintain an accurate and up-to-date executive calendar.
• Schedule, reschedule, and coordinate appointments while ensuring there are no conflicts.
• Arrange meetings with internal stakeholders, clients, business partners, government agencies, and external parties.
• Send meeting invitations, reminders, and confirmations.

Meeting Coordination

• Prepare meeting materials, presentations, reports, and briefing documents as required.
• Attend meetings when necessary and record meeting minutes.
• Follow up on action items and provide status updates to the Deputy 2nd Chairperson.

Travel & Event Coordination

• Arrange business travel, accommodation, transportation, and itineraries.
• Coordinate executive attendance at corporate events, conferences, and business functions.
• Handle travel claims and expense documentation where applicable.

Correspondence & Documentation

• Draft, review, and manage professional correspondence, reports, and presentations.
• Maintain confidential records, documents, and filing systems.
• Ensure all sensitive information is handled with the highest level of confidentiality.

Stakeholder Management

• Act as the primary point of contact between the Deputy 2nd Chairperson and internal/external stakeholders.
• Liaise with department heads, project teams, clients, and business associates on behalf of the Deputy 2nd Chairperson.
• Facilitate smooth communication and coordination across departments.

Office Administration

• Monitor and coordinate administrative tasks assigned by the Deputy 2nd Chairperson.
• Assist in preparing monthly reports, management presentations, and corporate documentation.
• Support special projects and ad-hoc assignments as directed.

Requirements

Education

• Preferably Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Management, or related disciplines.

Experience

• Minimum 3-5 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, or similar role supporting senior management.
• Experience supporting C-suite executives, directors, or chairpersons is preferred.

Knowledge & Skills

• Excellent organizational and time management skills.
• Strong calendar management and scheduling capabilities.
• Excellent written and verbal communication skills.
• High level of professionalism, integrity, and confidentiality.
• Strong interpersonal and stakeholder management skills.
• Ability to work independently and manage multiple priorities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).

Key Competencies

• Confidentiality & Discretion
• Attention to Detail
• Planning & Coordination
• Communication Skills
• Stakeholder Management
• Problem Solving
• Professionalism
• Multitasking & Time Management