Job Summary

Key Responsibilities

Executive Support

• Manage executives' calendars, appointments, and daily schedules.
• Coordinate internal and external meetings, including preparing agendas, presentations, and meeting materials.
• Record meeting minutes and follow up on action items.
• Screen phone calls, emails, and correspondence, responding or redirecting as appropriate.
• Draft, proofread, and distribute professional correspondence, reports, presentations, and other business documents.
• Handle confidential information with the highest level of discretion.

Administrative Support

• Manage office filing systems (electronic and physical) and maintain accurate records.
• Coordinate business travel arrangements, including flights, accommodation, transportation, and travel itineraries.
• Process expense reports and administrative documentation.
• Maintain office supplies inventory and coordinate procurement when necessary.
• Assist in organizing company events, meetings, workshops, and conferences.
• Receive visitors and provide professional front-office support.
• Coordinate courier services, incoming/outgoing mail, and document distribution.

Office Coordination

• Ensure the smooth day-to-day operation of the office.
• Liaise with internal departments and external vendors.
• Monitor administrative processes and recommend improvements to increase efficiency.
• Support HR and Finance with administrative documentation when required.
• Ensure compliance with company policies and administrative procedures.

Qualifications

• Bachelor's degree in Business Administration, Office Management, or a related field.
• 3–5 years of experience in executive secretarial or administrative support roles.
• Experience supporting senior executives is highly preferred.
• Professional certification in Office Administration or Executive Secretarial Studies is an advantage.

Skills

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Advanced time management and prioritization skills.
• High level of professionalism and confidentiality.
• Strong attention to detail.
• Problem-solving and decision-making skills.
• Ability to work under pressure and meet deadlines.
• Customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with virtual meeting platforms (Microsoft Teams, Zoom, Google Meet).

Core Competencies

• Professionalism
• Confidentiality
• Organization
• Communication
• Initiative
• Adaptability
• Time Management
• Teamwork
• Attention to Detail
• Reliability

Working Conditions

• Full-time position.
• Primarily office-based.
• May require occasional overtime to support executive schedules or company events.