Job Summary
Position Overview
The Executive Personal Secretary will provide administrative, operational, and personal assistance to the CEO. The role requires excellent organizational skills, professionalism, confidentiality, and the ability to manage both corporate and personal assignments efficiently.
The position demands a reliable and proactive individual capable of supporting the CEO during office operations, corporate meetings, executive travel, and company events.
Role and Responsibilities:
Executive Schedule Management
- Manage the CEO’s daily calendar, meetings, and appointments
- Prioritize commitments to ensure efficient time management
- Provide reminders and briefings before meetings or engagement
Communication Management
- Handle phone calls, emails, and official correspondence on behalf of the CEO
- Draft professional emails, letters, and documents
- Act as a liaison between the CEO and internal departments, partners, and external stakeholders
Administrative Support
- Prepare reports, presentations, and meeting materials
- Maintain confidential records, documents, and files
- Record meeting notes and ensure follow-up on action points
Event & Meeting Coordination
- Assist the CEO during conferences, corporate events, and executive meetings
- Coordinate logistics for meetings with partners, investors, or VIP guests
- Ensure smooth arrangements for executive engagements
Travel & Logistics
- Arrange travel bookings including flights, hotels, and transport
- Prepare travel itineraries and schedules
- Coordinate logistics during business tours or events when required
Personal Assistance Duties
- Carry out personal assignments or errands assigned by the CEO when required
- Assist in managing the CEO’s personal schedule, appointments, or bookings
- Provide logistical support for both professional and personal matters when necessary
Executive Support & Satisfaction
- Ensure the CEO’s instructions are communicated clearly and implemented by relevant staff
- Provide proactive support to maintain an efficient and organized executive workflow
- Maintain a professional, respectful, and cooperative working relationship with the CEO
- Support the CEO in maintaining a productive and comfortable working environment
Confidentiality
- Maintain strict confidentiality regarding company matters, strategies, and personal information
- Handle sensitive documents and discussions with complete discretion
Required Skills
Skills and Qualification:
- Ability to work in a fast-paced executive environment
- Availability for extended working hours during events or urgent tasks when required
- Willingness to travel with the CEO for business meetings or corporate events if necessary
Preferred Personality & Work Style
- Confident, bold, and proactive personality
- Practical and solution-oriented approach to tasks
- Strong communication and interpersonal skills
- Energetic, adaptable, and reliable
- Professional attitude with high loyalty and discretion
Appearance Standards
- Maintain a neat, professional, and well-groomed appearance
- Present a respectful and professional presence when accompanying the CEO in meetings or events
- Follow proper etiquette and conduct in executive environments