Secretary Admin

Key Responsibilities

2.1 Administrative Support
-Manage and maintain the Chairman’s calendar, appointments, and meeting schedules.-
-Coordinate meetings across different time zones and ensure timely reminders.
-Prepare meeting notes, action item lists, and basic documentation as required.
-Maintain organized filing systems, both digital and physical.

2.2 Communication & Coordination
-Handle routine correspondence, emails, and telephone communications on behalf of the Chairman.
-Liaise with internal departments and external stakeholders for scheduling, information requests, and follow-ups.
-Ensure timely and accurate communication flow between the Chairman and relevant parties.

2.3 Travel & Logistics Management
-Arrange domestic and international travel itineraries, including flights, accommodation, transport, and visas.
-Prepare travel documentation, itineraries, and meeting packs.
-Coordinate logistics for events, visits, and meetings involving the Chairman.

2.4 Documentation & Reporting
-Assist in preparing letters, reports, presentation slides, and other documents.
-Conduct basic research and compile information as required.
-Ensure accuracy, completeness, and proper formatting of all documents.

2.5 Project Coordination
-Assist in coordinating projects currently in progress or those to be developed.
-Support tracking of timelines, deliverables, and follow-up actions.
-Liaise with relevant teams to gather updates and ensure alignment with the Chairman’s directives.

2.6 General & Miscellaneous Support
-Provide operational support for ad-hoc tasks assigned by the Chairman.
-Assist in organizing internal and external events, including meetings, conferences, and visits.
-Handle other miscellaneous duties as necessary to support the Chairman’s office.

Job Requirements
3.1 Education
-Diploma or Bachelor’s degree in Business Administration, Communications, Management, or related fields.

3.2 Experience
-1–2 years of experience in administrative, coordination, or personal assistant roles.

3.3 Skills & Competencies
-Good command of English; proficiency in additional languages is an advantage.
-Strong organizational and time-management skills.
-Good written and verbal communication abilities.
-Proficiency in Microsoft Office applications and digital collaboration tools.
-Ability to handle confidential information with discretion.
-Strong attention to detail and ability to multitask.

3.4 Personal Attributes
-Professional, reliable, and well-presented.
-Positive attitude with a willingness to learn.
-Able to work independently with minimal supervision.
-Adaptable and able to perform in a fast-paced environment.
-Strong interpersonal skills and cultural awareness.
-Additional Information (Optional)
-May be required to work outside standard office hours due to time zone differences.
-Occasional travel may be required.
-Opportunities for career growth into senior executive support roles