To provide high-level administrative support to senior executives by managing schedules, handling correspondence, and coordinating personal and professional tasks. The role demands exceptional organizational skills, discretion, and the ability to multitask in a fast-paced environment.
Responsibilities and Duties
Administrative Support:
- Manage and maintain executives’ calendars, including scheduling appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents as required.
- Act as the primary point of contact between executives and internal/external stakeholders.
- Organize and attend meetings, ensuring accurate minutes are recorded and action points are followed up.
Personal Assistance:
- Handle personal errands, bookings, and reservations for the executive as needed.
- Coordinate household or family-related tasks, such as travel itineraries, appointments, or events.
- Liaise with third parties (e.g., contractors, service providers) on personal matters as required.
Office Management:
- Ensure the executive’s office operates efficiently by maintaining systems and supplies.
- Manage sensitive and confidential information with utmost discretion.
- Oversee and prioritize incoming communication (emails, calls, and messages).
Event Coordination:
- Plan and organize events, such as business meetings, corporate functions, or private gatherings.
- Coordinate logistics, such as venue selection, catering, and attendee management.
Desired Experience & Qualification
Qualifications and Experience
- Education : Bachelor’s degree in Business Administration, Management, or related field (preferred but not mandatory).
- Experience :
- Minimum of 5 years of experience as an Executive Secretary or Personal Assistant to a senior executive.
- Demonstrated experience managing both professional and personal tasks for a senior leader.
Skills and Competencies
- Technical Skills :
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with scheduling and communication tools (e.g., Google Calendar, Slack).
- Organizational Skills :
- Exceptional ability to prioritize tasks and manage multiple deadlines.
- Strong attention to detail and accuracy.
- Communication Skills :
- Excellent verbal and written communication.
- Ability to interact professionally with stakeholders at all levels.
- Interpersonal Skills :
- High emotional intelligence and the ability to anticipate needs.
- Strong sense of discretion and confidentiality.
Key Attributes
- Proactive and self-motivated.
- Flexible and adaptable to changing demands.
- Strong problem-solving abilities.
- Professional demeanour and polished presentation.
