Assistant Executive Secretary

Job Description

Assistant Executive Secretary is responsible for providing medium-level administrative support. The Assistant will be responsible for scheduling, coordinating meetings, and handling communications. This role requires good organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

Administrative Support:

• Handle incoming and outgoing communications, ensuring timely and accurate responses.
• Organize and maintain files, records, and documents, ensuring confidentiality and easy retrieval.
• Order supplies, manage office equipment, and ensure the smooth functioning of the office.
• Maintain and organize both physical and digital files, ensuring accurate and up-to-date records.

Meeting Coordination:

• Coordinate and prepare materials for meetings, including agendas, presentations, and minutes.
• Track follow-up actions and ensure that deadlines are met for tasks assigned during meetings.
• Serve as a liaison between the office and other departments, ensuring smooth communication and coordination.

Communication and Relationship Management:

• Act as a point of contact for internal and external stakeholders, representing the office with professionalism and courtesy.
• Facilitate communication between executives, employees, clients, and other stakeholders.
• Ensure timely and accurate dissemination of information to relevant parties.

Education and Experience:

• Bachelor’s degree in business administration, management, communications, or a related field. Additional qualifications in office management are a plus.
• A minimum of 5–7 years’ experience in an Assistant Executive Secretary role or similar position, preferably supporting GM.
• Experience in multinational companies, share companies, and corporate companies is advantageous.

Knowledge, Skills, Competence:

• Possess good organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities.
• Exhibit excellent written and verbal communication skills, with attention to detail and accuracy.
• Demonstrate strong interpersonal skills, with the ability to interact effectively with senior staff and external stakeholders.
• Show proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Skills Required:

• Communication / Pr / Journalism
• Sales / Marketing / Business / Management