Secretary / Executive Assistant

About the Role

We are looking for a highly organized, proactive, and discreet Executive Assistant / Executive Secretary to work closely with the Founder & CEO. This role is critical in managing day-to-day coordination, communication, documentation, and follow-ups, enabling leadership to focus on strategy and growth.

Key Responsibilities

1. Executive Support

• Manage the CEO’s calendar, appointments, meetings, and reminders
• Prepare agendas, meeting notes, MOMs, and follow-up trackers
• Act as the first point of contact for internal and external communications
• Prioritize emails, calls, and messages; flag urgent matters

2. Communication & Coordination

• Draft professional emails, letters, WhatsApp messages, and internal communications
• Coordinate with internal teams (Sales, Production, HR, Accounts, Marketing)
• Liaise with vendors, consultants, government offices, and partners when required
• Schedule and coordinate client meetings, factory visits, and reviews

3. Documentation & Records

• Maintain organized records of:
• Contracts, agreements, POs, invoices
• Licenses, certifications, compliance documents
• HR records, confidential files, and reports
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• Prepare presentations, reports, spreadsheets, and summaries as required

4. Administrative & Office Support

• Oversee basic office administration and coordination
• Track tasks, deadlines, and pending actions across departments
• Assist in travel planning, hotel bookings, and logistics
• Support HR with interview scheduling, onboarding coordination, and documentation

5. Confidentiality & Professionalism

• Handle sensitive company and leadership information with absolute discretion
• Represent the CEO and company with professionalism and clarity