Secretary

Executive Assistant

Role Purpose

The Executive Assistant will provide high-level administrative, operational, and coordination support to senior leadership, ensuring the smooth functioning of the leadership office. The role requires exceptional organizational skills, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage and prioritize leadership calendars, ensuring effective utilization of time and seamless scheduling.
• Coordinate end-to-end travel arrangements, including itineraries, logistics, accommodation, and related documentation.
• Handle correspondence, meeting requests, and day-to-day administrative requirements of the leadership office.
• Maintain structured records, documents, presentations, and business files to ensure easy accessibility and governance.

Stakeholder & Meeting Coordination

• Organize and coordinate leadership meetings, reviews, and engagements with internal and external stakeholders.
• Support the planning and execution of CXO meetings, leadership reviews, and regular engagements with business leadership teams.
• Liaise with Admin and cross-functional teams to coordinate offsites, town halls, leadership cascades, and strategic workshops.
• Serve as a central point of coordination, ensuring effective communication and alignment across stakeholders.

Business Support & Governance

• Collate, consolidate, and prepare data, reports, and presentations for business reviews, annual operating plans, budgeting exercises, and leadership discussions.
• Manage internal approvals, workflow tracking, and documentation across functions.
• Track action items arising from meetings and reviews, ensuring timely closure and follow-through.
• Prepare meeting agendas, maintain minutes of meetings (MoM), and monitor execution against commitments.

Team Engagement & Office Management

• Support the planning and execution of employee engagement initiatives, leadership events, and team-building activities.
• Track office-related expenses, budgets, and other administrative requirements.
• Uphold the highest standards of confidentiality while handling sensitive business and organizational information.

Key Deliverables

• Efficient management of leadership schedules, meetings, and travel plans.
• Timely preparation and coordination of business reviews, reports, and presentations.
• Effective tracking and closure of leadership action items.
• Seamless execution of leadership events, reviews, and engagement activities.
• Accurate maintenance of records, documentation, and administrative processes.
• Strict adherence to confidentiality and information security guidelines.

Skills & Competencies

• Strong organizational, planning, and multitasking abilities.
• Excellent verbal and written communication skills.
• High attention to detail and execution excellence.
• Strong stakeholder management and interpersonal skills.
• Ability to handle confidential information with discretion and professionalism.
• Exposure to AI-powered productivity tools, with preference for experience using Microsoft Copilot and similar technologies to enhance efficiency, collaboration, content creation, and decision-making.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently and manage competing priorities effectively.

Qualifications & Experience

• Graduate in any discipline.
• 7-9 years of professional experience, preferably supporting senior leadership, CXOs, or business heads.
• Experience in executive office management, stakeholder coordination, and business support activities.
• Strong proficiency in calendar management, travel coordination, meeting governance, and presentation preparation.