Executive Secretary

Overview:

Our client, a fast growing luxury hospitality investment firm is seeking a proactive and highly organized Executive Secretary to provide comprehensive administrative and operational support to senior management and the department. The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. Calendar & Schedule Management

. Proactively manage and coordinate senior management's calendars to ensure optimal scheduling of meetings, appointments, and activities.

. Prioritize and resolve scheduling conflicts efficiently.

. Send timely reminders and ensure all relevant materials are prepared in advance of meetings.

2. Secretarial & Administrative Support

. Provide high-quality administrative and secretarial support to senior management.

. Prepare correspondence, reports, presentations, and meeting minutes.

. Maintain proper documentation and filing systems (electronic and physical).

3. Office & Workspace Coordination

. Act as the main point of contact for office workspace and environment matters.

. Liaise with building management, facilities teams, and vendors to resolve office-related issues promptly.

. Oversee office maintenance, seating arrangements, and workspace optimization.

4. Travel & Claims Administration

. Coordinate end-to-end business travel arrangements, including flight bookings, accommodation, transportation, and itinerary preparation.

. Handle Visa applications and ensure compliance with travel requirements.

. Process and track expense claims in accordance with company policies.

5. Meeting & Event Coordination

. Organize and coordinate internal and external meetings, including room bookings, logistics setup, and catering arrangements where necessary.

. Prepare meeting materials and ensure proper follow-ups on action items.

. Plan and execute department town halls, team-building activities, and corporate events.

6. Vendor & Office Supplies Management

. Manage relationships with office vendors and service providers.

. Oversee procurement of office supplies, stationery, and pantry items.

. Monitor inventory levels and ensure cost-effective purchasing.

7. Ad-hoc & Operational Support

. Provide administrative and operational support for department initiatives and projects.

. Assist in onboarding arrangements for new joiners (workspace setup, system access coordination, etc.).

. Perform any other ad-hoc duties as assigned by the senior management team.

Requirements

. Diploma or Degree in Business Administration or related field.

. Minimum 5 years of relevant administrative or executive assistant experience.

. Experience from hospitality industry is a plus.

. Strong organizational and time management skills.

. Excellent written and verbal communication skills.

. Proficient in Microsoft Office applications.

. Able to work independently with strong attention to detail and confidentiality.