Executive Secretary

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Department: Executive Office / Administration Reports to: Chairman & Human Resource Business Partner (HRBP) Location: Remote (Global) Job Summary: The Executive Secretary will provide high-level administrative support to the Chairman and overall organization. This role requires a proactive, tech-savvy, and highly organized professional who can handle sensitive information, manage multiple priorities, and coordinate with global teams across different time zones. The Executive Secretary will play a critical role in streamlining administrative operations and ensuring smooth communication across the executive level. Key Responsibilities: 1. Executive Support • Manage the Chairman’s calendar, including scheduling meetings, appointments, and global time-zone coordination. • Screen and prioritize emails, calls, and correspondence, ensuring timely and appropriate responses. • Prepare agendas, take minutes, and follow up on action items from executive meetings. • Draft, proofread, and edit correspondence, reports, presentations, and other documents. • Serve as a liaison between the executive and internal/external stakeholders. 2. Communication & Coordination • Act as the first point of contact for internal teams and external partners on behalf of the Chairman. • Organize virtual meetings, conferences, and events using Zoom, Microsoft Teams, or similar platforms. • Handle confidential and time-sensitive information with discretion and integrity. • Coordinate across departments to ensure executive decisions are implemented effectively. 3. Administrative Management • Maintain organized records of meetings, confidential files, and administrative reports. • Monitor and manage executive-level emails and communications. • Support in preparing strategic documentation such as board materials, reports, business proposals, etc. • Assist in travel arrangements, visa applications, and itinerary planning when physical travel is required. 4. Project Assistance • Track ongoing projects and provide updates to the Chairman on progress, deadlines, and outcomes. • Support ad hoc executive initiatives and research tasks as required. 5. Office Tools & Technology • Utilize productivity tools such as Microsoft 365 (Word, Excel, PowerPoint, Outlook), Google Workspace, Trello, Notion, Slack, and other digital collaboration platforms. • Manage document storage and filing systems (e.g., SharePoint, Google Drive). • Handle scheduling software (e.g., Calendly) and task trackers. Qualifications: Education: • Bachelor’s degree in Business Administration, Communications, Management, or a related field. Master’s degree is a plus. Experience: • Minimum 5 years of experience supporting C-level executives in a remote, fast-paced, global environment. Skills: • Exceptional verbal and written communication skills in English. • Strong organizational, planning, and time-management skills. • High proficiency in using virtual communication tools and office software. • Ability to work independently, manage multiple priorities, and meet deadlines. • Discretion and confidentiality handling sensitive company information. • Cross-cultural awareness and the ability to collaborate with international teams. Key Competencies: • Executive Presence and Professionalism • Attention to Detail • Proactiveness and Problem Solving • Tech-Savvy and Adaptability • Confidentiality and Integrity • Strong Interpersonal Skills Working Hours: • Flexible schedule required to coordinate with global time zones. • Expected availability during core working hours of the Chairman. • Occasional weekend or after-hours support may be needed.

Keyword: Product Manager

File Management Form Development Draft Correspondence Presentations Administrative Support Communications Executive Support Data Entry Email Communication Virtual Assistance