Executive Secretary

Overview:

Our client, a fast growing luxury hospitality investment firm is seeking a proactive and highly organized Executive Secretary to provide comprehensive administrative and operational support to senior management and the department. The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. Calendar & Schedule Management

• Proactively manage and coordinate senior management’s calendars to ensure optimal scheduling of meetings, appointments, and activities.

• Prioritize and resolve scheduling conflicts efficiently.

• Send timely reminders and ensure all relevant materials are prepared in advance of meetings.

2. Secretarial & Administrative Support

• Provide high-quality administrative and secretarial support to senior management.

• Prepare correspondence, reports, presentations, and meeting minutes.

• Maintain proper documentation and filing systems (electronic and physical).

3. Office & Workspace Coordination

• Act as the main point of contact for office workspace and environment matters.

• Liaise with building management, facilities teams, and vendors to resolve office-related issues promptly.

• Oversee office maintenance, seating arrangements, and workspace optimization.

4. Travel & Claims Administration

• Coordinate end-to-end business travel arrangements, including flight bookings, accommodation, transportation, and itinerary preparation.

• Handle Visa applications and ensure compliance with travel requirements.

• Process and track expense claims in accordance with company policies.

5. Meeting & Event Coordination

• Organize and coordinate internal and external meetings, including room bookings, logistics setup, and catering arrangements where necessary.

• Prepare meeting materials and ensure proper follow-ups on action items.

• Plan and execute department town halls, team-building activities, and corporate events.

6. Vendor & Office Supplies Management

• Manage relationships with office vendors and service providers.

• Oversee procurement of office supplies, stationery, and pantry items.

• Monitor inventory levels and ensure cost-effective purchasing.

7. Ad-hoc & Operational Support

• Provide administrative and operational support for department initiatives and projects.

• Assist in onboarding arrangements for new joiners (workspace setup, system access coordination, etc.).

• Perform any other ad-hoc duties as assigned by the senior management team.

Requirements

• Diploma or Degree in Business Administration or related field.

• Minimum 5 years of relevant administrative or executive assistant experience.

• Experience from hospitality industry is a plus.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office applications.

• Able to work independently with strong attention to detail and confidentiality.