Secretary / Executive Assistant

Job Title: Executive Assistant to the Chairman

Job Summary:

The Executive Assistant to the Chairman provides high-level administrative, strategic, and operational support to ensure the smooth functioning of the Chairman’s office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

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Key Responsibilities:

• Executive Support:

• Manage the Chairman’s calendar, appointments, and travel arrangements.

• Prepare agendas, presentations, reports, and briefing documents.

• Act as the primary point of contact between the Chairman and internal/external stakeholders.

• Communication Management:

• Screen calls, emails, and correspondence, responding or redirecting as needed.

• Draft professional emails, letters, and internal communications on behalf of the Chairman.

• Meeting Coordination:

• Organize and coordinate board meetings, leadership meetings, and key events.

• Take minutes, track action items, and ensure timely follow-ups.

• Confidentiality & Discretion:

• Handle sensitive information with the highest level of confidentiality.

• Maintain professionalism and integrity in all interactions.

• Project & Task Management:

• Assist in tracking strategic initiatives and special projects.

• Coordinate with different departments to ensure timely execution of tasks.

• Travel & Logistics:

• Arrange domestic and international travel, including itineraries, visas, and accommodations.

• Ensure seamless logistics for business trips and events.

• Office Management Support:

• Oversee administrative functions related to the Chairman’s office.

• Maintain records, documents, and filing systems.

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Key Skills & Qualifications:

• Bachelor’s degree in Business Administration or related field.

• Proven experience as an Executive Assistant or in a similar role supporting senior leadership.

• Excellent communication (written and verbal) skills.

• Strong organizational and multitasking abilities.

• High level of discretion and confidentiality.

• Proficiency in MS Office and digital tools.

• Ability to work under pressure and meet tight deadlines.

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Preferred Attributes:

• Strong interpersonal skills and stakeholder management.

• Proactive problem-solving mindset.

• Attention to detail and accuracy.

• Flexibility and adaptability in a dynamic work environment.