Executive Secretary

Responsibilities

• Provide secretarial and administrative support to executives.
• Assist executives in managing, coordinating, and maintaining daily schedules, including arranging meetings with clients or prospects, foreign visitor arrangements, travel logistics, and accommodation.
• Compose business correspondence and follow up on responses.
• Liaise with other departments to generate requested outcomes and perform additional secretarial duties.
• Exercise confidentiality, tact, and diplomacy when supporting executives.
• Arrange executive meetings, issue agendas, attend internal meetings, take minutes, gather information, contact participants, distribute approved minutes, and follow up.
• Coordinate with related departments to support preparation of business presentation materials, slides, correspondence (emails, faxes, letters), and documents (reports, specifications) with accuracy and an understanding of company policies and procedures.
• Process travel request forms, travel expense claims, entertainment claim forms, monitor GOE & VE expenses, and ensure all expenses remain within budget and receive executive approval.
• Ensure all required administration is performed according to procedures.
• Provide office support to executives to ensure efficiency and effectiveness, including monthly requests for printing, stationary, IT and non‑IT equipment.
• Participate in the development and implementation of secretarial standards, policies, and practices for AIA.
• Perform other related duties as required.