Executive Secretary to Managing Director

About the role

Our client, a leading consultancy in the construction sector, is looking for a highly organized Executive Secretary to support the Managing Director. The role involves managing executive schedules, handling confidential information, and coordinating with internal and external stakeholders to ensure smooth operations.

Key responsibilities

• Manage and coordinate the Managing Director’s calendar, including executive meetings, project reviews, investment discussions, financial briefings, and business engagements.
• Prepare, review, and organize business reports, presentations, proposals, correspondence, and executive documentation.
• Handle highly confidential information relating to business operations, financial transactions, strategic partnerships, investments, joint ventures, and board‑level matters.
• Coordinate executive meetings with investors, financial institutions, government entities, business partners, and senior management teams; prepare agendas, briefing notes, minutes, and track follow‑up actions.
• Serve as the primary liaison between the Managing Director and internal departments, external stakeholders, consultants, and business partners.
• Monitor and follow up on key projects, strategic initiatives, investment decisions, and organizational priorities.
• Draft professional communications, business correspondence, reports, official letters, and executive presentations.
• Coordinate interactions with government authorities, regulatory bodies, financial institutions, and external consultants as required.
• Organize executive travel arrangements, international business trips, investor roadshows, conferences, site visits, and corporate events.
• Maintain and manage executive records, project documentation, contracts, regulatory submissions, financial reports, and business correspondence.
• Develop and maintain executive dashboards and status reports covering ongoing developments, investments, capital projects, and strategic initiatives.
• Ensure efficient document management and filing systems while maintaining strict confidentiality standards.
• Utilize AI‑powered productivity tools to enhance reporting, document preparation, research, scheduling, and other administrative tasks.

Required profile

• Strong business acumen and understanding of construction, real‑estate, and investment environments.
• Exceptional organizational and time‑management abilities.
• Proactive, detail‑oriented, and able to operate effectively in a fast‑paced setting.
• High level of discretion and ability to handle confidential information.
• Excellent written and verbal communication skills.
• Ability to coordinate with senior stakeholders, government entities, and external partners.

Required skills