Executive Secretary - CEO Office

About the role

The Executive Secretary in the CEO Office provides high‑impact administrative support to the Chief Executive Officer, ensuring the CEO’s schedule, communications and logistics are handled with precision and discretion. This role serves as a trusted coordination hub across senior leadership, functional teams and external stakeholders.

Key responsibilities

• Manage and coordinate daily, weekly and monthly calendars, keeping the CEO informed of appointments, changes and priority matters.
• Prepare daily/weekly run‑sheets outlining top meetings, pre‑reads, attendees, desired outcomes and critical follow‑ups.
• Coordinate end‑to‑end meeting logistics, including invitations, venues/virtual links, pre‑reads, attendee confirmations, minutes/action logs and follow‑up tracking.
• Drive timely closure of action items by liaising with functions and ensuring efficient information flow.
• Process records, requisition office supplies and perform other administrative procedures for effective office management.
• Maintain confidential CEO Office records and files, ensuring proper archiving and accessibility.
• Support special projects initiated by the CEO, coordinating inputs, timelines and deliverables.
• Improve office ways of working through templates, trackers, governance cadence and digital processes.
• Coordinate complex travel arrangements, including itineraries, visas, accommodation and transport.

Required profile

• Master’s or Bachelor’s degree.
• 3–5 years of experience in executive support or a related field.
• Exceptional organization and time‑management skills with the ability to multitask under pressure.
• Strong written and verbal communication across all levels.
• High discretion, confidentiality and professional judgment.
• Proven stakeholder management and coordination abilities in complex environments.
• Experience coordinating Board of Directors or executive leadership meetings is a strong advantage.

Required skills

• Proficiency in MS Office.
• Proficiency in Microsoft Teams.
• Proficiency in Outlook.