Executive Assistant – Team Secretary for Senior Executives

About the role

Our client is looking for a highly organized, proactive Executive Assistant to provide comprehensive administrative and secretarial support to a team of three to four senior executives. The role demands meticulous attention to detail, strong communication, and the ability to manage multiple priorities in a fast‑paced environment.

Key responsibilities

• Provide full‑spectrum secretarial and administrative support, including calendar management, meeting coordination, and travel arrangements for senior executives.
• Manage complex, fluid diaries across different time zones and schedule internal and external meetings.
• Prepare meeting materials, agendas, presentations, and minutes; handle incoming calls, emails, and correspondence with discretion.
• Maintain organized digital and physical filing systems and ensure timely document retrieval.
• Arrange domestic and international travel itineraries, process visa applications, and handle last‑minute changes.
• Coordinate logistics for team meetings, off‑sites, conferences, and client events, liaising with vendors for venue, catering, and AV setup.
• Assist with onboarding and offboarding logistics for team members.
• Serve as primary point of contact between the team and internal/external stakeholders, drafting and proofreading correspondence, reports, and presentations.
• Monitor office supplies and equipment, and support ad‑hoc projects and peak‑period staffing needs.

Required profile

• Diploma or higher in Business Administration, Secretarial Studies, or a related field.
• 5–8 years of experience as a team secretary, executive assistant, or similar role, preferably in professional services, finance, or corporate environments.
• Proven experience supporting multiple senior executives.

Required skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools.