Executive Secretary

The PD-Executive Secretary performs highly administrative and operational duties to carry out the function of the PD Head ensuring efficient and smooth office operations and organizational efficiency. The role is vital and crucial, as they are often seen as the "right-hand" to PD Head, enabling the PD-Executive Assistant to focus on high-level strategic functions by managing day-to-day operations and maintaining organizational efficiency and supporting the PD Head's initiatives and goals.

1. Manage schedules - effective managing meetings, appointments to optimize the executive's time and ensure preparedness for the engagement.
2. Manage Communications - effective handling of internal and external communications on behalf of the PD Head, acting as gatekeeper to prioritize important communications.
3. Organize meetings and events - Effective logistics for meetings, including sending invitations, preparing materials, and ensuring all necessary resources are available.
4. Prepare documents and reports - Effective maintenance of filing systems, ensuring accurate documentation, and organizing important records. Able to draft, edit, format and prepare documents, presentations, and reports ensuring accuracy and professionalism.
5. Support special projects and team operations - Ensure that all sections function smoothly in maintaining workflow and order within an office environment. Provide administrative support for ad hoc projects or initiatives, helping to drive organizational goals.
6. Provides high-level administrative support to PD Head
7. Effective organizational skills to manage time, keep up with important documents and maintain strict schedule
8. Ability to collaborate effectively with colleagues across departments and effective coordination to bring people together within the segment
9. Ability to work independently with minimal super vision
10. Provide support to PD Head in fulfilling the daily responsibilities
11. Take initiative to update systems and implement new strategies that would benefit the PD Head
12. Take active role in improving the workplace, show enthusiasm for the job, and look of opportunities for self-improvement
13. Good time management to sequence tasks throughout the day to keep executives on track for meeting key deadlines and goals
14. Ensure administrative tasks are align with company policies and regulations
15. Ensure compliance with company policies and procedures

Job Qualifications

• With Bachelor's Degree, preferably in Business Administration, Management, or a related field
• With at least 1-2year work experience as Executive Assistant
• With excellent communication (verbal and written) and interpersonal skills
• Time management and problem-solving skills
• Strong organizational and multi-tasking abilities
• Attention to detail and accuracy
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office (Word, Excel, Powerpoint) and office management tools