Executive Secretary

Key Responsibilities:

Executive & Administrative Support

• Maintain the executive's calendar and schedule appointments and meetings.
• Manage phone calls, emails, and correspondence on behalf of the executive.
• Draft and prepare letters, reports, presentations, and meeting minutes.
• Coordinate travel arrangements, itineraries, and accommodations.
• Handle confidential documents and maintain filing systems.

Ordering & Procurement Support

• Monitor and manage office and operational supply needs.
• Place and track purchase orders with vendors and suppliers.
• Coordinate with departments for procurement requests and approvals.
• Ensure timely delivery and inventory tracking of ordered items.
• Maintain records of purchase requests, quotations, and deliveries.

Finance & Reporting Support

• Assist in basic financial tracking (e.g., petty cash, reimbursements, invoice filing).
• Prepare and submit expense reports for executive travel or office needs.
• Support budget monitoring and cost-saving initiatives.
• Liaise with the finance department regarding billing, payment follow-ups, and documentation.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, Finance, or a related field.
• At least 2–5 years of experience in an Executive Secretary, Admin Officer, or Executive Assistant role.
• Strong understanding of basic procurement processes and financial documentation.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of accounting software or ERP systems is an advantage.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• High level of discretion and professionalism.

Preferred Skills:

• Experience working with vendors or suppliers.
• Familiarity with purchase request and purchase order workflows.
• Basic accounting or bookkeeping skills.
• Ability to analyze and summarize financial data for reporting.

Working Conditions:

• Office-based, may require overtime during peak periods.
• May be required to attend meetings or assist in company events or procurement activities.

Job Type: Full-time

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Health insurance
• Staff meals provided

Work Location: In person