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Position Summary

The Executive Secretary to the Managing Director is responsible for providing comprehensive executive and administrative support to the MD to ensure efficient operation of the Executive Office. The role requires excellent organizational, communication, and coordination skills, with the ability to maintain confidentiality and manage multiple priorities in a fast-paced corporate environment.

Key Responsibilities

Executive Support

• Manage and maintain the Managing Director’s calendar, appointments, and meeting schedules
• Coordinate business travel arrangements, including flight bookings, accommodations, transport, and itineraries
• Prepare reports, presentations, briefing papers, and correspondence for executive meetings
• Screen and prioritize incoming calls, emails, and other communications

Meeting & Communication Management

• Organize internal and external meetings, conferences, and business events
• Prepare meeting agendas, record minutes, and follow up on action items
• Serve as a communication link between the MD and internal departments, clients, partners, and stakeholders
• Ensure timely dissemination of information and follow-up on pending matters

Administrative & Office Management

• Maintain confidential documents, records, and executive files
• Monitor deadlines, commitments, and important tasks on behalf of the MD
• Support daily office administration and coordinate with relevant departments when necessary
• Handle expense claims, reimbursements, and administrative documentation

Confidentiality & Compliance

• Maintain strict confidentiality regarding corporate information, executive decisions, and sensitive matters
• Ensure compliance with company policies and administrative procedures

• Bachelor’s degree in Business Administration, Management, or related field
• Minimum 3–5 years of experience in executive secretarial or administrative support roles
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills in English
• Strong organizational, multitasking, and time-management abilities
• Ability to work independently with high professionalism and discretion
• Corporate communication skills
• Attention to detail and accuracy
• Problem-solving and decision-making ability
• Professional appearance and interpersonal skills
• Ability to work under pressure and meet tight deadlines