Executive Secretary

WHAT YOU’LL DO?

• Front desk and receptionist duties, including handling incoming calls and welcoming external guests. 

• Full-time on-site availability, Sunday–Thursday, 9:00–17:00. 

• Organizing, scheduling, and coordinating meetings and appointments. 
• Managing complex calendars for senior management. 
• Coordinating flights and hotel accommodation for company employees. 
• Providing full administrative support to all office employees. 
• Ongoing administrative support, including:
  • Filing, scanning, printing, and document management. 
  • Monitoring invoice processing and payment approvals 
  • Updating organizational charts and structures upon request from Legal Counsel.
  • Assisting with corporate documentation and reports (e.g., Registrar of Companies).
  • Availability to support urgent matters outside office hours, if required (occasionally).
    
• Responsibility for office supplies, mail handling, invoices, parking cards, petty cash, and general office logistics. 

• Preparing meeting rooms for meetings, including refreshments as needed. 

• Managing food orders (group lunches and kitchen supplies). 

• Assisting the housekeeper as needed. 

• Serving as a backup to the PA during absences. 

WHAT YOU’LL NEED?

• At least 8 years of experience in an administrative role, including calendar management.
• High proficiency in computer applications (Microsoft Word, Excel, Outlook, etc.). 
• Fluent English (written and spoken). 

WHO YOU ARE?

• High reliability and discretion. 
• Strong organizational and time-management skills. 
• Excellent interpersonal and communication skills. 
• Ability to work under pressure and manage multiple tasks simultaneously. 
• Proactive, independent, and service-oriented approach. 
• Initiative and attention to detail.