Key Responsibilities

Executive Support

Provide efficient secretarial and administrative support to the CEO/Directors

Manage the CEO/Directors' calendar, travel arrangements, scheduling meetings internally and externally, and ensuring no conflicts.

Handle all correspondence, calls, and messages to the CEO/Directors’ office promptly and professionally.

Manage calendar and schedules, oversee email and correspondence, and handle various administrative tasks, ensuring efficient general office management.

Ensure proper filing and document management for both electronic and paper systems.

Act as a point of contact among senior executives, staff, and external parties.

Build and maintain strong relationships with relevant stakeholders.

Follow up on timely submission of reports by the CEO's reportees. i.e., Board reports, Weekly reports, Project-based reports, etc.

Prepare and organize reports, presentations, and confidential documents.

Coordinate board meetings, draft agendas, and take minutes.

Human Resource Functions

Assist in recruitment processes (job postings, CV screening, interview coordination).

Maintain employee records (attendance, leave, contracts, and personal 

Administer HR policies, employee benefits, and compliance requirements.

Act as the first point of contact for employee relations, grievances, and welfare matters.

Administration & Office Management

Oversee office operations, supplies, and vendor management.

Coordinate with service providers for facilities, IT, security, and housekeeping.

Ensure smooth functioning of office communications and documentation.

Prepare budgets and manage petty cash/administrative expenses.

Ensure compliance with company policies, health & safety, and statutory requirements.

Academic and Professional Qualifications

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

Minimum of 5 years of experience as an Executive Secretary/Personal Assistant

Strong knowledge of HR and administrative practices.

Excellent communication, organizational, and interpersonal skills.

Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to handle confidential information with integrity.

Strong time-management and multitasking abilities.