Description

Provide administrative and coordination support to the Executive Secretary in delivering efficient executive support services to senior management. The role contributes to the effective management of administrative processes, executive logistics, document management, and coordination activities across the organization.

The position also supports the smooth operation of the General Management function by ensuring effective communication, timely follow-up of administrative matters, and professional coordination with internal and external stakeholders.

1.Executive & Administrative Support

•Provide day-to-day administrative and coordination support to the Executive Secretary.

•Assist in managing executive correspondence, reports, presentations, and official documentation.

•Coordinate document approvals, signatures, filing, and records management.

•Prepare meeting agendas, record meeting minutes, and follow up on action items.

•Assist in coordinating executive calendars, meetings, appointments, and travel arrangements.

•Support the preparation of executive meetings by ensuring all required documents and materials are available.

•Prepare and monitor Local Purchase Orders (LPOs).

•Maintain confidentiality and accuracy in handling executive information and documentation.

2.Office & Administrative Coordination

•Coordinate communication and administrative follow-up between the Executive Secretary, management, and internal departments as needed.

•Liaise with external stakeholders, service providers, and Public Relations Officers (PROs).

•Coordinate visitor schedules, meeting room bookings, and hospitality arrangements.

•Coordinate courier services, incoming correspondence, and document distribution as required.

•Assist in maintaining efficient administrative processes and office operations.

3.Reception backup & Visitor Support

•Provide reception coverage during the Receptionist's absence, annual leave, sick leave, or periods of increased workload.

•Welcome visitors, clients, and guests, ensuring a professional and positive first impression.

•Coordinate meeting room arrangements and hospitality requirements for management meetings and visitors.

Requirements

• Bachelor's degree in Business Administration, Office Administration, Management, or a related field.
• 2–4 years of experience in administrative support, executive assistance, office coordination, or similar roles.
• Experience supporting senior management or executive-level positions is preferred.
• Previous experience in a multinational or fast-paced environment is an advantage.
• Document management and records administration.
• Executive calendar, meeting, and travel coordination.
• Preparation of reports, presentations, and meeting documentation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to prepare professional presentations and reports.