Executive Sectary (Full time)

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The Executive Secretary/Personal Assistant (PA) to the Chairman provides high-level administrative support to the Chairman, managing schedules, coordinating meetings, handling communications, and performing a variety of tasks to ensure the efficient operation of the Chairman’s office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

• Key Responsibilities:

   

  Administrative Support:

  • • Manage the Chairman’s calendar, including scheduling appointments, meetings, and travel arrangements.
    • Prepare and organize meeting agendas, minutes, and presentations.
    • Handle incoming and outgoing communications, including emails, phone calls, and correspondence.

   

  Meeting Coordination:

  • • Coordinate and facilitate meetings, ensuring all necessary materials are prepared and distributed in advance.
    • Arrange logistics for meetings, conferences, and events, including venue booking and catering.
    • Attend meetings with the Chairman, take notes, and follow up on action items.

   

  Travel Management:

  • • Arrange domestic and international travel, including flights, accommodations, and transportation.
    • Prepare detailed travel itineraries and ensure all travel documents are in order.
    • Handle travel-related expenses and reimbursements.

   

  Communication and Correspondence:

  • • Draft, review, and edit reports, letters, and other documents for the Chairman.
    • Maintain effective communication with internal and external stakeholders on behalf of the Chairman.
    • Screen and prioritize incoming communications and delegate tasks as appropriate.

   

   

   

  Confidentiality and Discretion:

  • • Handle sensitive information with the utmost discretion and confidentiality.
    • Maintain confidentiality of all corporate, personnel, and research matters.

   

  Office Management:

  • • Oversee the organization and maintenance of the Chairman’s office.
    • Manage office supplies, equipment, and other resources to ensure a well-functioning office environment.
    • Coordinate with other departments and staff to facilitate smooth operations.

   

  Project Assistance:

  • • Assist the Chairman with special projects, research, and initiatives as required.
    • Track project progress and provide updates to ensure timely completion.
    • Compile and analyze data to support decision-making processes.

   

  Relationship Management:

  • • Build and maintain strong relationships with key stakeholders, including board members, executives, and external partners.
    • Act as a liaison between the Chairman and other departments within the organization.

   

• • Education: A Bachelor’s degree in Business Administration, Management, or a related field is preferred.
  • Experience: Minimum of 7-10 years of experience as an executive secretary, personal assistant, or in a similar administrative role, preferably supporting C-level executives.
  • Skills:
    • Excellent organizational and time-management skills.
    • Strong written and verbal communication abilities.
    • Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
    • Ability to multitask and prioritize tasks effectively.
    • High level of discretion and confidentiality.
    • Strong attention to detail and problem-solving skills.

   

  Key Competencies:

  • Professionalism: Demonstrates a high level of professionalism and a positive demeanour.
  • Flexibility: Adaptability to handle changing priorities and tasks.
  • Initiative: Proactively identifies and addresses needs and issues.
  • Interpersonal Skills: Ability to build and maintain effective relationships with stakeholders.
  • Judgment: Exercises sound judgment and decision-making abilities.

   

   

  Working Conditions:

  • Environment: Office setting with occasional travel as required.
  • Hours: Full-time position, with flexibility to work overtime as needed to meet the Chairman’s schedule and demands.

   

• negotiable

• 7 years

• 10 years

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