Secretary / Executive Assistant

SGMK Global Trade and Services Pvt. Ltd. is seeking a highly organized, proactive, and globally oriented Secretary to provide comprehensive administrative, logistical, and executive support to the Director. The role involves managing international logistics coordination, executive communications, travel arrangements, and confidential documentation, while accompanying the Director on overseas business tours across the United Arab Emirates, Europe, and other global markets.

Key Responsibilities

1. Executive & Director Support

Act as the primary point of coordination between the Director and internal/external stakeholders.

Manage the Director’s calendar, appointments, meetings, and international schedules.

Prepare briefing notes, presentations, reports, and meeting agendas for global business engagements.

Maintain strict confidentiality of company, financial, and strategic information.

2. Logistics & Travel Management

Plan and manage end-to-end logistics for the Director’s domestic and international travel.

Coordinate flight bookings, hotel accommodations, visas, insurance, and local transportation.

Liaise with logistics providers, freight forwarders, shipping agents, and overseas partners when required.

Ensure compliance with international travel regulations and documentation requirements.

3. International Coordination & Touring

Accompany the Director on international business tours, meetings, conferences, and trade visits.

Assist during overseas meetings by managing schedules, documentation, and follow-ups.

Coordinate with international clients, suppliers, government authorities, and business partners.

Support trade-related activities in regions such as the UAE, Europe, and other global markets.

4. Office Administration & Global Communication

Handle professional correspondence (emails, letters, contracts, MOUs) with global counterparts.

Draft, review, and manage official documents, agreements, and reports.

Maintain organized filing systems (physical and digital) for global operations.

Coordinate virtual meetings across multiple time zones.

5. Compliance, Documentation & Record-Keeping

Maintain records of travel expenses, invoices, reimbursements, and administrative budgets.

Assist in regulatory filings, trade documentation, and compliance-related paperwork.

Coordinate with legal, accounting, and compliance teams as required.

6. Stakeholder & Relationship Management

Represent the Director and the company professionally in domestic and international settings.

Manage relationships with embassies, consulates, trade bodies, logistics vendors, and service providers.

Assist in organizing international conferences, exhibitions, and corporate events.

Required Qualifications

Bachelor’s degree in Business Administration, Commerce, International Relations, or related field.

Proven experience as a Secretary / Executive Assistant / Personal Assistant in a global or multinational environment.

Experience in logistics coordination, travel management, or international operations is preferred.