Secretary / Executive Assistant

Job Title: Executive Assistant / Secretary to Director

Job Summary

We are seeking a highly organized and proactive Executive Assistant / Secretary to support the Director. The role involves managing day-to-day administrative tasks, coordinating with internal teams, handling official communications, and ensuring smooth planning and execution of work.

Key Responsibilities

Provide direct administrative and secretarial support to the Director

Manage and respond to the Director’s email communications professionally

Coordinate with internal team members for effective planning and execution of tasks

Schedule, organize, and manage team meetings and appointments

Prepare agendas, presentations, and required documents for meetings

Record minutes of meetings and prepare post-meeting reports

Create and circulate meeting reviews and action-point summaries

Track follow-ups and ensure timely completion of assigned tasks

Maintain records, reports, and confidential documents

Assist in preparing reports, summaries, and presentations as required

Support overall office coordination and workflow management

Required Skills & Qualifications

Proven experience as an Executive Assistant, Secretary, or similar role

Excellent written and verbal communication skills

Strong organizational and time-management abilities

Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

Ability to manage multiple tasks and prioritize effectively

Strong attention to detail and accuracy

Professional demeanor with high confidentiality standards

Ability to coordinate with cross-functional teams

Preferred Qualifications

Bachelor’s degree in Business Administration or related field

Experience working with senior management or directors

Familiarity with meeting tools (Zoom, Google Meet, MS Teams, etc.)

Key Competencies

Proactive and solution-oriented mindset

Strong interpersonal and coordination skills

Ability to work independently and as part of a team

Excellent follow-up and documentation skills