Secretary / Executive Assistant

Job Title: Executive Assistant

Department: Administration / Executive Office

Report: To Managing Director

Job Summary: The Executive Assistant provides high-level administrative, organizational, and operational support to Director. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on matters related to the executive's office and ensures efficient day-to-day operations.

Key Responsibilities

1. Executive Support

*Manage and maintain the executive's calendar, appointments, meetings, and travel schedules.

• Prioritize appointments and ensure efficient time management.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Screen calls, emails, and correspondence, responding where appropriate.
• Draft, edit, and proofread correspondence, reports, presentations, and other business documents.
• Prepare briefing materials for meetings, presentations, and conferences.

2. Administrative Management

• Organize and maintain confidential files, records, and documents.
• Handle office correspondence and maintain proper documentation.
• Monitor deadlines and ensure timely completion of assignments.
• Manage office supplies and coordinate administrative requirements.
• Maintain digital and physical filing systems.

3. Communication & Coordination

• Act as the liaison between the executive and internal departments.
• Coordinate communication with clients, vendors, government authorities, and business partners.
• Arrange and coordinate meetings, conferences, seminars, and corporate events.
• Ensure effective communication across departments.
• Facilitate smooth information flow between management and employees.

4. Travel & Logistics

• Arrange domestic and international travel.
• Book flights, hotels, transportation, and meeting venues.
• Prepare travel itineraries and expense reports.
• Coordinate visa applications and travel documentation where applicable.

5. Documentation & Reporting

• Prepare management reports, presentations, dashboards, and spreadsheets.
• Compile data for business reviews and executive meetings.
• Maintain records of decisions and follow-up activities.
• Assist in preparing annual reports and strategic documents.

6. Confidentiality & Compliance

• Handle confidential and sensitive information with complete discretion.
• Maintain confidentiality of executive communications and business strategies.
• Ensure compliance with company policies and procedures.
• Safeguard company records and confidential documents.

7. Project Coordination

• Assist in planning and monitoring special projects.
• Track project timelines and deliverables.
• Coordinate with cross-functional teams.
• Follow up on pending tasks and ensure timely completion.

8. Financial & Administrative

• AssistanceProcess expense reimbursements and invoices.
• Assist in budget tracking and expense monitoring.
• Coordinate vendor payments and purchase requests.
• Maintain records of executive office expenditures.

9. Event Management

• Organize board meetings and leadership meetings.
• Coordinate conferences, workshops, and corporate events.
• Manage invitations, venue arrangements, logistics, and hospitality.
• Ensure successful execution of executive events.

10. Stakeholder Management

• Build and maintain professional relationships with clients, suppliers, government officials, and key stakeholders.
• Receive visitors and manage executive office protocols.
• Represent the executive office professionally during interactions.

Required Qualifications: Bachelor's degree in Business Administration, Management, Commerce, or a related field.

• Additional certification in Office Administration or Executive Assistance is desirable.

• 3–8 years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.

Required Skills:

Administrative Skills:

• Calendar management
• Document management
• Meeting coordination
• Travel management
• Records management
• Office administration

Technical Skills:

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Google Workspace
• Video conferencing platforms (Microsoft Teams, Zoom, Google Meet)
• ERP/CRM systems (preferred)
• Document management software

Communication Skills:

• Excellent written and verbal communication
• Business correspondence
• Professional email drafting
• Presentation preparation
• Report writing

Organizational Skills:

• Time management
• Multitasking
• Planning and prioritization
• Attention to detail
• Deadline management

Interpersonal Skills:

• Professionalism
• Diplomacy
• Relationship management
• Team collaboration
• Customer service orientation

Analytical Skills:

• Problem-solving
• Decision-making support
• Data analysis and reporting
• Research and information gathering

Competencies

• High level of integrity and confidentiality
• Strong organizational ability
• Ability to work independently
• Excellent judgment and discretion
• Flexibility and adaptability
• Initiative and proactive approach
• Strong follow-up skills
• Ability to work under pressure
• Positive attitude and professionalism

Key Performance Indicators (KPIs)

• Accuracy and timeliness of executive scheduling
• Meeting coordination effectiveness
• Timely completion of assigned tasks
• Quality of reports and documentation
• Responsiveness to executive requests
• Travel and event coordination efficiency
• Stakeholder satisfaction
• Record management accuracy
• Confidentiality compliance
• Administrative process improvement initiatives

Working Conditions'

• Full-time position.
• Standard office environment with occasional travel, if required.
• May require flexibility to support meetings outside regular office hours.
• Ability to manage multiple deadlines in a fast-paced environment.

Preferred Attributes

• Strong business acumen.
• High emotional intelligence.
• Ability to anticipate executive needs.
• Excellent problem-solving and decision-making skills.
• Professional appearance and demeanor.
• Strong commitment to confidentiality and ethical conduct.
• Continuous learning mindset and adaptability to new technologies.