Secretary / Executive Assistant

Key Roles & Responsibilities

1. Executive & Administrative Support

Manage executive calendars, schedules, meetings, and appointments

Organize board meetings, management meetings, and internal reviews

Prepare meeting agendas, presentations, notes, and minutes of meetings

Maintain systematic filing of documents (physical and digital)

2. Communication & Correspondence

Handle official emails, letters, and corporate communications

Act as a communication bridge between executives, employees, clients, and vendors

Screen calls, visitors, and correspondence with professionalism

Draft corporate letters, reports, and notices as instructed

3. Time & Task Management

Prioritize tasks and ensure timely follow-up on action points

Track deadlines, commitments, and compliance schedules

Remind executives of meetings, deliverables, and important engagements

4. Confidentiality & Information Security

Maintain strict confidentiality of corporate, financial, legal, and strategic information

Safeguard sensitive data and executive-level communications

Ensure compliance with company policies and information security norms

5. Coordination & Liaison

Coordinate with internal departments for reports, approvals, and updates

Liaise with external consultants, auditors, legal advisors, and government authorities

Follow up on delegated work and report status to management

6. Documentation & Reporting

Prepare MIS reports, summaries, and briefing notes for management

Maintain corporate records, contracts, and important correspondence

Assist in statutory, compliance, and audit-related documentation (as applicable)

7. Travel & Event Coordination

Arrange travel bookings, accommodation, itineraries, and expense statements

Coordinate corporate events, conferences, and official functions

Required Skills & Competencies

Strong verbal and written communication skills

Excellent organizational and multitasking abilities

Proficiency in MS Office / Google Workspace

Professional etiquette and interpersonal skills

High integrity, discretion, and attention to detail

Reporting Structure

Reports directly to the Managing Director / Director / Senior Management

Performance Accountability

Accuracy and timeliness of work

Effective coordination and communication

Compliance with corporate policies and confidentiality standards