Secretary / Executive Assistant

Executive Assistant- Job Responsibilities

Job Duties

· Serves as a primary point of contact between the Managing Director and internal as well as external stakeholders.

· Interfaces with department heads, partners, vendors, and external parties to ensure timely communication and follow-ups.

· Serves as a gatekeeper, to the Executive to control and manage their time and priorities.

· Coordinates and optimizes the Executive’s calendar, with regards to meetings, appointments, travel schedules, and priorities.

· Schedules meetings, prepares agendas, takes notes when required, and tracks action items.

· Follows up on all action points arising from meetings and discussions to ensure closure within defined timelines.

· Draft, review, and send professional emails, letters, reports, and official communications on behalf of the Executive.

· Organizes trips both domestic and international for the Executive.

· Manage flight bookings, hotel reservations, itineraries, visa documentation, and travel logistics.

· Track, compile, and submit travel expenses and reimbursements in compliance with company policies.

· Conducts online research (Google and other sources) as required by the Executive.

· Points out inefficiencies in processes and offer recommendation for improvements productivity and workflow.

· Execute all tasks assigned by the Managing Director/CEO, of any strategic or administrative nature.

· Support the Executive in managing priorities across professional and personal commitments.

Job Requirements

Knowledge Requirements

· Graduated from a secretarial college or done a secretary course

4-5 years of experience as an assistant or secretary to the MD of a company.

· Working knowledge of MS Office Especially, Work and Excel

Skill Requirements

· Exceptional follow-up and task-closure discipline

· Excellence in Written and Verbal communication in English

· Strong speed and accuracy in shorthand note-taking.

· Strong multitasking and priority-handling ability

Behaviours Requirements

· High level of professional maturity and emotional intelligence

· Ability to work under pressure and handle ambiguity.

· Flexibility in dealing with ad-hoc and personal tasks assigned by the Executive

· High sense of ownership and accountability

Others

• ·Married, preferably with kids.
• ·Staying 45 mins travelling time from your office
• ·There should be job stability, not someone who has been jumping jobs often.
• ·Should be honest.
• Should be flexible to assist with ad hoc personal and professional tasks.