Executive Secretary & Travel Coordinator

About the role

We are seeking a proactive Executive Secretary who will also act as Travel Coordinator, providing high‑level administrative support to senior leadership while managing all aspects of business and personal travel. The role ensures smooth daily operations, allowing executives to focus on strategic priorities.

Key responsibilities

• Plan and coordinate domestic and international travel, including flights, hotels, transfers, visas and insurance; prepare detailed itineraries and monitor changes.
• Provide personal and household support for the Chairman, handling family travel, appointments, student visa matters, tuition payments, overseas property coordination and legal documentation.
• Monitor travel‑related expenses, process invoices and ensure compliance with company policies and budgets.
• Prepare utility expense reports, staff reimbursements and assist with payroll attendance and leave administration.
• Manage executive calendars, schedule meetings, and follow up on commitments.
• Support HR functions such as attendance reporting, payroll preparation, leave coordination and drafting employment correspondence.
• Draft correspondence, record meeting minutes, process banking documents and maintain filing systems.
• Serve as primary liaison between executives, employees, clients and suppliers, maintaining confidentiality of sensitive information.
• Track deadlines, approvals and coordinate with departments to ensure timely completion of tasks.
• Identify and implement process improvements for administrative and travel workflows.

Required profile

• Bachelor’s degree in Business Administration, Office Management or a related field.
• Minimum five years of experience supporting C‑Suite executives.
• Fluent English (C1/C2 level) for high‑level reporting and correspondence.

Required skills