Executive Secretary to Chairman

About the role

We are seeking a proactive Executive Secretary to support the Chairman in daily operations, ensuring seamless coordination across the organization and handling confidential matters with discretion.

Key responsibilities

• Manage the Chairman’s calendar, scheduling meetings and appointments.
• Prepare meeting agendas, minutes, and follow‑up correspondence.
• Handle incoming and outgoing communications, including emails, calls, and correspondence.
• Serve as a liaison between the Chairman and internal/external stakeholders.
• Coordinate with other departments to ensure timely delivery of information and reports.
• Maintain strong relationships with key contacts, partners, and clients.
• Arrange and coordinate the Chairman’s travel plans, including flights and accommodations.
• Plan and organize events, meetings, and conferences as required.
• Assist in the preparation of presentations and materials for strategic initiatives.
• Conduct research and gather data to support decision‑making processes.
• Provide input on workflow improvement and office management practices.
• Draft, proofread, and edit reports, presentations, and other documents.
• Organize and maintain an efficient filing system for records and documents.
• Manage sensitive and confidential information with utmost discretion.
• Address urgent or unexpected issues with flexibility and efficiency.
• Undertake special projects and assignments as delegated by the Chairman.
• Provide primary medical support, First Aid, and handle basic medical services.

Required profile

• Bachelor’s degree or diploma in Healthcare Administration, administration, or communications.
• 3–5 years of experience in a similar executive‑level support role.
• Strong organizational skills with keen attention to detail and problem‑solving abilities.
• Ability to manage confidential information and handle urgent issues efficiently.
• Excellent written and verbal communication skills.
• Flexibility to adapt to changing priorities and work under pressure.

Required skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), especially for calendar management and document preparation.