Secretary / Executive Assistant

Job Summary

We are looking for a well-organized and proactive Executive / Secretary Assistant to the Director to provide administrative and coordination support, manage the Director’s schedule, and ensure smooth communication with internal teams and clients.

Key Responsibilities

• Manage and coordinate meetings on behalf of the Director.
• Maintain the Director’s calendar, meeting schedule, appointments, and reminders.
• Coordinate staff meetings and prepare/distribute Minutes of Meeting (MOM).
• Draft and manage professional emails and official communication on behalf of the Director.
• Handle client coordination and communication professionally.
• Manage travel bookings, accommodation, and travel schedules for the Director.
• Maintain and organize data, reports, records, and confidential documents.
• Coordinate with different departments and follow up on tasks assigned by the Director.
• Prepare reports and presentations using Advanced Excel and MS Office.
• Ensure timely follow-up and completion of meeting/action points.
• Should have practical knowledge of AI tools such as ChatGPT, Gemini, Microsoft Copilot, and other AI productivity tools.

Required Skills

• Excellent written and verbal communication skills.
• Strong email drafting and professional correspondence skills.
• Good hands-on experience in Advanced Excel.
• Strong MS Office and data management skills.
• Excellent organizational, coordination, and follow-up skills.
• Ability to handle confidential information with discretion.
• Smart, presentable, proactive, and capable of managing multiple tasks.