Secretary

The Secretary for CEO is responsible for providing efficient administrative and operational support to the CEO. This role requires strong organizational, time management, and communication skills to ensure the CEO can focus on strategy and decision-making. The Secretary must maintain confidentiality and be flexible in adapting to changing priorities.

Key Responsibilities:

1. Calendar Management:

• Organize and manage the CEO's schedule, including meetings, business appointments, and events.
• Prioritize the CEO's activities and provide timely reminders for all agenda items.

1. Communication Management:

• Screen and manage incoming calls, emails, and correspondence for the CEO.
• Draft, edit, and send official communications on behalf of the CEO.
• Maintain confidentiality of sensitive information related to the CEO and the company.

1. Meeting Coordination:

• Arrange meetings with internal and external parties, including preparing agendas, booking meeting rooms, and distributing meeting materials.
• Take Minutes of Meeting (MOM) during each meeting, documenting key points, decisions, and action items.
• Follow up on MOM action items to ensure the implementation of agreed actions.

1. Travel Management:

• Organize business trips for the CEO, including booking tickets, accommodations, and transportation.
• Create and manage detailed travel itineraries.

1. Report and Document Preparation:

• Prepare reports, presentations, and other documents required by the CEO.
• Gather and analyze relevant data to support the CEO’s information needs.

1. Operational Support:

• Manage the CEO's document filing system in a structured and accessible manner.
• Order and maintain office supplies for the CEO’s needs.

1. External Relations:

• Act as a liaison between the CEO and clients, business partners, and other external parties.
• Organize special events and meetings involving the CEO with external stakeholders.

1. Small Project Management:

• Assist the CEO in managing small projects, including tracking progress, coordinating with related teams, and reporting outcomes.

Requirements:

• Minimum Diploma/Bachelor’s degree in Administration, Management, or related fields.
• At least 3-5 years of experience as a Secretary or Executive Assistant, especially for senior executives or C-level positions.
• Strong verbal and written communication skills.
• Proficiency in office software (MS Office, Google Suite, etc.).
• Excellent organizational and time management skills.
• Ability to work under pressure with a high degree of flexibility.

Soft Skills:

• Proactive and highly initiative-driven.
• Detail-oriented and disciplined.
• Ability to maintain confidentiality.
• Strong multitasking skills and quick adaptability to dynamic situations.
• High level of professionalism in all interactions with both internal and external parties.