Job Summary: The Executive Secretary will provide high-level administrative support to the organization's CEO and other senior executives. The role involves managing schedules, organizing meetings, handling communications, and ensuring the smooth running of the executive office. The ideal candidate will be proactive, highly organized, and capable of carefully handling sensitive and confidential information. Proficiency in English is mandatory.

Key Responsibilities:

1. Administrative Support:

Manage and maintain executives’ schedules, including coordinating appointments, meetings, and travel arrangements.

Prepare agendas, take minutes, and follow up on action items for executive meetings.

Draft, review, and manage correspondence, reports, presentations, and other documents as requested by the CEO or executives.

2. Communication Management:

Serve as the primary point of contact between executives and internal/external stakeholders.

Screen and prioritize phone calls, emails, and other forms of communication for the executives.

Maintain professional communication with clients, investors, board members, and regulatory bodies.

3. Office Management:

Organize and maintain the executive office’s filing systems, both physical and digital, ensuring easy access to essential documents.

Oversee the office’s supplies, equipment, and administrative tasks, ensuring smooth operations.

Assist in planning and organizing company events, investor meetings, and executive conferences.

4. Confidentiality & Discretion:

Handle sensitive information with the utmost confidentiality and professionalism.

Manage and protect confidential files and ensure compliance with company policies and regulatory requirements.

Liaise with legal, finance, and compliance teams as necessary to manage sensitive documents and information.

5. Travel & Logistics:

Arrange detailed travel plans, including booking flights, accommodations, and transportation for the executives.

Prepare travel expense reports and ensure timely reimbursement of travel expenses.

Ensure that executives have all necessary documents and itineraries for business trips.

6. Executive Support & Efficiency:

Assist in preparing and tracking executive presentations, reports, and dashboards for management and board meetings.

Coordinate with other departments to gather information and support executive decision-making.

Proactively identify opportunities for process improvements within the executive office.

Skills

 Bachelor’s degree in business administration, Office Management, or a related field.

1. Minimum of 5 years of experience as an executive secretary or in a similar administrative role, preferably within the investment or finance sector.
2. Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
3. Familiarity with office management software and tools (e.g., SharePoint, SAP, or other ERP systems).
4. Other Skills: Strong organizational skills with exceptional attention to detail.
5. Excellent time management skills and ability to prioritize tasks.
6. Strong interpersonal skills with the ability to interact professionally with high-level executives and stakeholders.
7. Ability to work independently and handle multiple tasks simultaneously under pressure.
8. Discretion and confidentiality are essential for this role.