The Executive Secretary will be a key member of our team, offering secretarial and administrative support to our Chief Operations Officers and Chief Development Officers. This role is vital in ensuring smooth operations and an exceptional experience for all stakeholders. You will be a trusted partner, working closely with our teams and franchise partners to manage calendars, events, and travel arrangements, while also promoting our company culture and facilitating effective communication and collaboration.
Your Main Responsibilities Will Be, But Not Limited To
Calendar and Event Management
- Manage and serve as the gate keeper for executive calendar needs across multiple time zones and internal & external partners, including local and international meetings;
- Work closely with the teams and franchise partners to schedule and prepare for meetings, including sending out agenda, coordinating presentations and other relevant materials prior to the meetings;
- Coordinate regional event management, including conferences and colleges;
- Assist in the preparation of presentations, conferences, training & etc.;
- Schedule interviews;
Travel Arrangements
- Create all travel arrangements for the team, including global flights and lodging;
- Obtain and oversee all visa documentation for travel in partnership with the corporate travel agent;
- Coordinate travel agendas and provides itineraries;
- Monitor and adhere to all international travel regulations when organizing travel;
Culture Enabler
- Embrace and champion our culture;
- Arrange induction for new joiners;
- Promote team work, open communication and smooth workflow;
- Organize team building events and birthday/anniversary/other celebrations;
Other Secretarial Function
- Facilitate smooth workflow of the teams or coordinate with other teams from
time to time;
- Proactively anticipate the needs of the supervisor and team;
- Communicate and liaise with other departments and franchisees on business activities;
- Submit expense claims for the Chief Operations Officers and Chief Development Officers;
- Review and track expense reports, code and track invoices;
- Support the team in the production of reports, documents and presentations when needed;
- Liaise with overseas personnel when necessary;
- Route or answer correspondence not requiring supervisor's attention; analyze situations and respond accordingly;
- Coordinate yearly budgeting for the team;
- Manage and review department budgets and expense claims;
- Take the initiative to perform tasks with little to no supervision and provide innovative ideas and solutions when needed;
- Collaborate with other Executive Secretaries to organize events, support company initiatives as required, and
- Other ad-hoc duties as assigned
- Diploma or bachelor's degree holder;
- At least 5 years of Administrative Assistant experience with extensive working knowledge of general office practices;
- Prior experience in supporting a C-suite Executive, departments or multiple mid-level employees;
- General understanding of business as well as of the broader departments and how they interact with one another;
- Strong software skills (including Microsoft Word, Excel and PowerPoint) and ability to compose, type and proof a variety of letters, documents and presentations with minimal supervision;
- Positive attitude and proactive approach with a solution-oriented mindset;
- Flexibility, high energy level, detail and results orientation, and strong follow-through skills;
- Highly organized with the ability to perform multiple tasks and handle changing priorities successfully in a fast-paced environment with little direct supervision, with the ability to remain calm under pressure;
- High degree of integrity when dealing with confidential and sensitive information;
- Ability to communicate effectively within all levels (both written and verbal) and excellent interpersonal and leadership skills;
- A strong sense of personal integrity and work ethic;
- Ability to see the bigger picture and skills to help facilitate that vision; and
- Strong collaborative team player and culture champion.
