Executive Secretary – Strategic Support

Confidential Company

The executive secretary provides direct executive-level administrative and strategic support to management while ensuring seamless day-to-day operations within the office or department. This role involves handling highly confidential communications, managing critical schedules, and coordinating key business activities across multiple departments and entities, including high-level strategic initiatives and sensitive projects, and interacting with internal and external stakeholders. The position requires exceptional discretion, intellect, and organizational skills to ensure seamless execution of sensitive, high-impact tasks.

1- Communication & Correspondence

· Act as the primary point of contact for phone calls, emails, and walk-in inquiries; route or respond professionally.

· Manage highly confidential emails, files, and sensitive information with absolute discretion, ensuring proper documentation and timely response.

· Draft, proofread, and format letters, reports, memos, and presentations as required.

· Serve as a trusted gatekeeper, filtering and prioritizing information flow to management.

2- Document & Records Management

· Handle sensitive legal, financial, and project-related documents across multiple companies, ensuring absolute discretion.

· Organize and maintain physical and digital filing systems for official documents, contracts, and internal records.

· Prepare and edit board-level reports, meeting minutes, spreadsheets, and presentation materials.

· Support accurate data entry and ensure compliance with internal documentation and privacy standards.

3- Scheduling & Travel Coordination

· Manage calendars for executives or team members, including appointments, internal meetings, and external engagements.

· Arrange local and international travel: bookings, visa applications, accommodations, and itineraries.

· Coordinate logistics for meetings, including materials, participants, and follow-ups.

4- Office Administration

· Monitor and manage inventory of office and pantry supplies; coordinate with vendors for restocking.

· Liaise with IT and facilities for equipment maintenance or repairs

· Handle petty cash for administrative expenses and assist with basic financial documentation.

· Assist in new employee onboarding (workspace setup, admin briefing).

5- Meeting & Event Management

· Schedule and organize internal and external meetings, workshops, and company events.

· Prepare agendas, take detailed meeting minutes, and track follow-up action items.

· Ensure meeting rooms are equipped and prepared (A/V, refreshments, etc.)

6- Visitor & Stakeholder Coordination

· Welcome and assist VIP guests, high-profile partners, clients, and visitors with professionalism.

· Act as a liaison between departments, management, and external contacts.

· Support occasional company-wide functions and represent the company positively in client-facing scenarios.

7- Mandatory AI & Productivity Mindset

· This is not a traditional secretary role. Candidates must actively embrace AI and digital productivity tools as core to how they think and operate. Proficiency with platforms like ChatGPT, Otter ai, Notion, and AI-enhanced task managers is expected from day one.

· The ideal candidate is not just tech-comfortable—they are tech-forward: constantly seeking smarter, faster, more accurate ways to execute tasks, write documents, organize data, and support leadership.

· You will be expected to automate repetitive work, leverage AI for research and communication, and maintain zero tolerance for inefficiency or outdated workflows.

· Candidates who do not use or resist AI-enhanced tools are not a fit for this role or this company.

8- Skills & Qualifications

· Minimum 6-7 years of experience in an executive/strategic secretary or C-level support role.

· High discretion, intellect, and decision-support capability are mandatory.

· Excellent written and verbal communication skills

· Experience in multi-company multi-department coordination.

· Strong organizational and time-management abilities

· Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)

· Experience in multi-company, multi-department coordination.datory.multi-company,