Job Summary

We are seeking a proactive, organized, and detail-oriented Executive Secretary to provide high-level administrative support to the CEO and top management. The role involves handling a wide range of executive and office-related tasks including calendar management, travel coordination, vendor communication, and event support. The ideal candidate will be professional, trustworthy, and capable of working in a fast-paced environment.

Key Responsibilities

Greet visitors and clients, manage a high volume of incoming calls, and ensure exceptional guest service.

Coordinate and schedule meetings and appointments for the CEO and top management, managing their calendars efficiently.

Arrange domestic and international travel, including booking flights, hotels, car rentals, and preparing detailed itineraries.

Direct clients and guests to the appropriate departments or staff members.

Answer and route phone calls through the IVR system.

Handle Vodafone subscriptions for new hires and manage monthly mobile bill payments.

Assist the CEO with professional and occasional personal tasks.

Monitor and manage office supply inventory; purchase supplies and equipment as needed.

Prepare letters, reports, presentations, and official correspondence for senior management.

Manage contracts and price negotiations with vendors, service providers, and office lease agreements.

Maintain strong relationships with external suppliers and landlords; oversee timely invoicing and payments.

Support special projects by conducting research, preparing reports, and keeping management updated.

Help organize internal company events, meetings, and conferences.

Qualifications

Bachelor’s degree in Business Administration or related field.

3+ years of experience as an executive secretary or administrative assistant supporting senior management.

Excellent written and verbal communication skills.

Strong organizational and multitasking abilities.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Professional demeanor and ability to handle confidential information with discretion.

Experience in vendor facilities management and tourism is a plus.