Executive Secretary

Job Summary

The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the ED & COO, and is expected to anticipate needs, exercise critical thinking, and offer solutions with the utmost professionalism and confidentiality.

1. Strategic Calendar & Time Management

• Manage a complex and active schedule of appointments, ensuring the Executive Director & COO's time is optimally allocated and commitments are met.
• Proactively prioritise inquiries and resolve scheduling conflicts with minimal guidance; make sound judgments and recommendations to ensure seamless day-to-day engagements.

1. Executive Administrative Support

• Provide a broad range of administrative support including preparation of expense reports, drafting and managing confidential correspondence, and coordinating complex travel arrangements, itineraries, and agendas.
• Compile relevant documents for travel-related meetings and accompany the Executive Director & COO to meetings when required, taking minutes and tracking follow-up actions.

1. Event Management & Liaison

• Coordinate internal and external meetings, including logistics, agenda preparation, collation of presentation materials, and venue setup.
• Receive and attend to the Executive Director & COO's guests with professionalism, etiquette, and warm hospitality.

1. General Office Management

• Oversee general office upkeep and operational tidiness to maintain a professional environment at all times.
• Plan and host visits for local and overseas delegates with polish and professionalism.
• Undertake any other projects or duties as assigned.

Job Requirements

• Minimum Diploma qualification.
• Minimum 5 years of relevant experience supporting senior executives.
• Prior experience working within a Group or conglomerate structure is highly preferred.

• Proactive disposition with a strong ability to anticipate needs before they arise.
• Expert-level written and verbal communication skills; ability to draft high-quality, professional correspondence.
• Professional and polished in hosting and engaging with a range of stakeholders, including esteem clients, senior professionals and government officials.
• Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint).
• High degree of discretion and confidentiality; ability to navigate pressure and sensitive situations with composure and professionalism.
• Equally effective working independently and as a collaborative team player.
• Flexibility to work outside standard hours when operational requirements arise, such as during board meetings, year-end activities, or urgent matters.