Secretary / Executive Assistant

KEY RESPONSIBILITIES — BUSINESS SUPPORT

Calendar & Schedule Management

•      Manage the MD’s daily calendar: schedule meetings, calls, factory visits, and external appointments.

•      Ensure the MD’s day is structured efficiently with buffer time between commitments.

•      Send reminders and pre-meeting briefs (agenda, key points, documents needed).

•      Reschedule and re-prioritise when plans change — this will happen frequently.

Communication & Correspondence

•      Draft and send emails, WhatsApp messages, and letters on behalf of the MD.

•      Screen incoming calls and messages, prioritising urgent matters and filtering noise.

•      Coordinate communication between the MD and factory managers, vendors, retail partners, and external stakeholders.

•      Prepare professional correspondence for GCC retail partners, book fair organisers, and international contacts (in English).

•      Take minutes of meetings and track action items to completion.

Documentation & Filing

•      Maintain organised digital and physical filing systems for contracts, invoices, purchase orders, and legal documents.

•      Prepare presentations, reports, and documents as requested by the MD.

•      Manage document workflows — contracts for signature, vendor agreements, compliance filings.

•      Maintain a master tracker of ongoing projects, deadlines, and deliverables across all divisions.

Travel & Event Coordination

•      Research and book domestic and international travel — flights, hotels, visas, travel insurance, itineraries.

•      Coordinate logistics for trade fairs and exhibitions (Bologna, London, Frankfurt book fairs; GCC retail visits).

•      Handle EOFL (Entrepreneurs’ Organisation) forum events, meetings, and member coordination.

•      Manage travel expense claims and reimbursements.

Vendor & Stakeholder Follow-Up

•      Follow up with vendors, suppliers, and service providers on the MD’s behalf for pending deliverables.

•      Coordinate with the company’s CA, lawyers, and compliance advisors for filings and deadlines.

•      Track and follow up on payments due to or from the company as instructed by the MD.

KEY RESPONSIBILITIES — PERSONAL SUPPORT

•      Manage personal appointments — doctor visits, family commitments, social engagements, household-related tasks.

•      Coordinate with household staff, contractors, and service providers (e.g. house construction project, maintenance).

•      Handle personal shopping, gifting, and errand coordination when required.

•      Manage the MD’s personal subscriptions, memberships, renewals, and insurance.

•      Assist with pet care coordination (vet appointments, grooming, supplies).

•      Handle personal travel bookings and family travel logistics.

•      Maintain strict confidentiality on all personal matters — this is non-negotiable.