Executive Secretary to the CEO/GM

Job Summary

The Executive Secretary to the CEO/GM provides high-level administrative and organizational support to the CEO/GM, ensuring smooth operations and effective time management. This role requires:

• Exceptional professionalism and discretion
• Ability to handle confidential business matters efficiently
• Proactive problem-solving skills
• Strong communication skills
• Ability to manage multiple priorities in a fast-paced corporate environment

Key Responsibilities

Executive Support & Calendar Management

• Manage the CEO’s/GM's professional calendar, including scheduling meetings, appointments, and business travel arrangements.
• Screen and prioritize emails, phone calls, and correspondence, drafting responses on behalf of the CEO/GM when appropriate.
• Coordinate executive communications, including internal announcements and external stakeholder interactions.

Meeting & Document Preparation

• Prepare agendas, presentations, reports, and briefing materials for meetings.
• Attend executive meetings, take minutes, and track follow-up actions.
• Maintain organized records of business documents, contracts, and corporate filings.

Travel & Logistics Coordination

• Arrange domestic and international business travel, including flights, accommodations, and itineraries.
• Process expense reports and ensure timely reimbursements.

Stakeholder Liaison & Office Management

• Serve as the primary point of contact between the CEO/GM and executives, clients, and partners.
• Assist in planning corporate events, conferences, and executive retreats.
• Oversee office administrative functions as needed, ensuring efficient workflow.

Qualifications & Skills

• Education: Bachelor’s degree in Business Administration, Secretariat Management, Communications, or related field preferred.
• Experience: Minimum 6+ years as an Executive Assistant or Executive Secretary supporting C-level executives.
• Skills:
• Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, Teams).
• Ability to handle sensitive information with confidentiality.
• Proactive, detail-oriented, and able to work independently.

Skills Required:

• Communication / Pr / Journalism
• Customer / Service / Secretarial
• Sales / Marketing / Business / Management