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Job Summary

The Executive Secretary / Personal Assistant (PA) to the Chairman and Executive Management is responsible for providing high-level administrative, organizational, and confidential support to the Chairman and Executive Leadership Team. The role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced corporate environment.

The incumbent will coordinate executive schedules, manage communications, organize meetings, prepare reports and presentations, handle confidential information, and serve as a key liaison between senior management, internal departments, and external stakeholders.

Key Responsibilities
Executive Support
Manage the Chairman's and Executive Management's calendars, appointments, meetings, and travel schedules.
Screen and prioritize incoming calls, emails, and correspondence.
Prepare daily schedules, briefing notes, and meeting agendas.
Draft professional letters, emails, presentations, and reports.
Maintain confidential executive files and records.
Handle highly sensitive and confidential information with discretion.
Meeting Management
Organize Board Meetings, Executive Committee Meetings, and Management Meetings.
Prepare meeting agendas and presentation materials.
Record accurate meeting minutes and distribute action items.
Follow up on outstanding action plans and deadlines.
Coordinate meeting logistics, venues, and refreshments when required.
Communication & Coordination
Act as the primary point of contact between the Chairman, Executive Management, internal departments, government agencies, business partners, and external stakeholders.
Coordinate communication across multiple business units.
Ensure timely follow-up on executive instructions and decisions.
Prepare official announcements and internal communications.
Travel & Event Coordination
Arrange domestic and international travel.
Book flights, accommodations, transportation, and visas.
Prepare travel itineraries and expense reports.
Coordinate executive events, conferences, and business meetings.
Administrative Management
Maintain filing systems (physical and electronic).
Manage office supplies for the Executive Office.
Organize confidential documents and contracts.
Handle document control and record management.
Support procurement of executive office requirements.
Report Preparation

Prepare and compile:

Executive Reports
Board Papers
Business Proposals
Business Presentations
Meeting Minutes
Monthly Management Reports
KPI Reports
Annual Reports
Correspondence and Official Letters
Project Coordination
Monitor executive projects and strategic initiatives.
Track deadlines and deliverables.
Coordinate with department heads to collect required information.
Ensure projects progress according to management expectations.
Confidentiality
Protect confidential corporate information.
Handle sensitive business documents professionally.
Maintain confidentiality regarding strategic business matters.
Other Duties
Assist in special assignments from the Chairman.
Support VIP visitors and international delegates.
Perform other executive administrative duties as assigned.

Qualifications
Bachelor's Degree in Business Administration, Management, English, International Relations, or related field.
Diploma or certification in Executive Secretarial Studies is an advantage.
Experience
Minimum 5 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, or Office Manager supporting senior executives.
Experience supporting a Chairman, CEO, Managing Director, or Board of Directors is highly preferred.
Experience in a diversified corporate or group of companies is an advantage.
Technical Skills
Microsoft Office (Word, Excel, PowerPoint, Outlook)
Microsoft Teams / Zoom / Google Meet
Document Management Systems
Calendar & Schedule Management
Internet Research
Business Correspondence
Report Writing
Presentation Preparation
Core Competencies
Excellent communication and interpersonal skills.
Strong organizational and time management abilities.
Professional business etiquette and presentation.
High level of integrity and confidentiality.
Ability to work independently under pressure.
Excellent problem-solving and multitasking skills.
Strong attention to detail.
Proactive and service-oriented mindset.
Language Requirements
Excellent written and spoken English.
Fluent Myanmar language.
Additional languages (Chinese, Japanese, or Thai) are an advantage.
Working Conditions
Based in Yangon.
Willingness to work beyond normal office hours when required.
Ability to travel locally and internationally with the Chairman or Executive Management when necessary.
Key Performance Indicators (KPIs)
Executive calendar accuracy and scheduling efficiency.
Timely preparation of reports and meeting documents.
Accuracy of meeting minutes and follow-up actions.
Response time for executive requests.
Quality of correspondence and presentations.
Confidentiality compliance.
Executive satisfaction with administrative support.
Timely completion of assigned projects and tasks.