Executive Secretary

Job Summary

The Executive Secretary will deliver senior-level administrative and secretarial assistance to top management. The role focuses on keeping executive schedules organized, arranging meetings and travel, managing business communications, and ensuring day-to-day office operations run efficiently with strict confidentiality and a professional approach.

Key Responsibilities

• Keep the executive’s diary updated, including meetings, appointments, and travel plans.
• Plan and coordinate meetings, conferences, and company events.
• Create agendas, presentations, reports, and minutes for meetings.
• Prepare, edit, and oversee emails, letters, and other official correspondence.
• Protect sensitive information and handle it with discretion.
• Serve as a communication link between executives, internal teams, and outside contacts.
• Track follow-ups, action items, and important deadlines.
• Maintain filing systems and organize records in an orderly manner.
• Welcome and screen visitors as well as incoming phone calls.
• Manage travel bookings, lodging arrangements, and expense statements.
• Assist with budgets, management reports, and presentation materials.
• Take on special assignments and broader administrative support tasks as needed.

Qualifications

A bachelor’s degree in Business Administration, Management, or a related discipline is required. A diploma in Secretarial Studies or Administration will be considered an added advantage.

Experience

The ideal candidate should bring 3 to 7 years of experience in an Executive Secretary, Executive Assistant, or comparable administrative position. Prior exposure to supporting senior leaders or C-suite executives is preferred.