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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.