Executive Secretary

To provide comprehensive administrative, organizational, and executive support to the Chief Executive Officer (CEO), General Manager, Department Director, or Deputy Chief Executive Officer (Deputy CEO), as assigned.

The role is responsible for managing schedules, coordinating meetings, handling correspondence, maintaining confidential records, preparing reports and official documents, and monitoring the implementation of management decisions and directives. The position ensures efficient office operations, effective communication, proper information management, and the timely completion of assigned tasks while maintaining the highest standards of professionalism, confidentiality, and accuracy.

• Manage and maintain the executive's calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings, issue invitations, and confirm attendance.
• Prepare meeting agendas and ensure all required documents and presentations are available in advance.
• Arrange meeting rooms, equipment, and other logistical requirements.
• Prepare accurate meeting minutes, documenting key discussions, decisions, action items, and assigned responsibilities.
• Follow up with relevant departments and stakeholders to monitor the implementation of meeting decisions and management directives.

• Receive, review, classify, and distribute incoming and outgoing correspondence.
• Draft, proofread, and format official letters, memoranda, emails, reports, and other business communications.
• Monitor pending correspondence and ensure timely responses and appropriate follow-up.
• Manage telephone calls, visitor appointments, and communication with internal and external stakeholders.
• Maintain professional communication on behalf of the assigned executive within the limits of delegated authority.
• Handle sensitive communications with discretion and ensure information is shared only with authorized parties.

• Maintain organized physical and electronic filing systems for executive documents, correspondence, reports, and meeting records.
• Ensure accurate document classification, version control, secure storage, and timely retrieval.
• Maintain registers and tracking logs for correspondence, meetings, decisions, and assigned tasks.
• Protect confidential and sensitive information in accordance with company policies and applicable regulations.
• Ensure proper handling, distribution, retention, and archiving of official documents.

• Prepare reports, presentations, briefing notes, and administrative documents for management review.
• Collect, organize, and consolidate information from relevant departments to support executive decision-making.
• Monitor administrative requests, management instructions, and assigned tasks to ensure timely completion.
• Coordinate business travel arrangements, including transportation, accommodation, itineraries, and meeting schedules, when required.
• Coordinate with relevant departments to address the executive office's administrative and operational requirements.
• Support the preparation and organization of management reviews, presentations, and official engagements.
• Perform other related administrative and executive support duties as assigned by the direct supervisor.

• Maintain action trackers for management decisions, assignments, deadlines, and pending matters.
• Follow up with department heads and relevant employees to obtain progress updates and required information.
• Prepare periodic status reports highlighting completed tasks, outstanding actions, delays, and issues requiring management attention.
• Escalate urgent matters, overdue assignments, and significant administrative issues to the direct supervisor.
• Coordinate cross-departmental communication to ensure the timely flow of information and completion of assigned responsibilities.
• Recommend improvements to administrative procedures, document management, scheduling, and office coordination.

• Ensure the executive office operates efficiently and professionally.
• Maintain a high standard of organization, accuracy, confidentiality, and responsiveness.
• Establish and maintain professional relationships with employees, clients, suppliers, business partners, and other stakeholders.
• Represent the executive office professionally in all administrative communications and…