Executive Secretary (Industrial Engineer)

About the role

We are seeking a highly organized, proactive, and discreet Executive Secretary to serve as the primary point of contact and administrative partner to our President. This is not just a clerical role; you will be the "right hand" to our top executive, ensuring their time is optimized, their communications are seamless, and the Office of the President operates with maximum efficiency.

The ideal candidate possesses exceptional judgment, thrives in a high-pressure environment, and can navigate complex professional relationships with grace and professionalism.

This position requires full-time on-site attendance at our office.

1. Strategic Calendar & Travel Management

• Gatekeeping: Manage the President's complex calendar, prioritizing meetings based on strategic importance and urgency.
• Logistics: Coordinate end-to-end domestic and international travel, including flights, visas, ground transportation, and detailed itineraries.
• Buffer Management: Ensure the President has adequate "desk time" and preparation time between high-stakes engagements.

1. Communication & Liaison

• Primary Contact: Act as the liaison between the President and internal departments, Board of Directors, high-level clients, and external stakeholders.
• Correspondence: Draft, edit, and proofread speeches, executive summaries, internal memos, and formal emails.
• Confidentiality: Handle sensitive information regarding company strategy, personnel, and finances with absolute discretion.

1. Meeting & Project Coordination

• Board Support: Assist in preparing Board of Director materials, taking minutes during executive sessions, and tracking follow-up action items.
• Briefing: Research and prepare briefing dossiers before meetings to ensure the President is fully informed on participants and objectives.
• Special Projects: Lead or assist in ad-hoc projects, such as corporate events, annual retreats, or philanthropic initiatives.

• A minimum of 5 years of experience as an Executive Secretary or in a similar high-level administrative role
• Graduate of BS Industrial Engineering or other related courses
• Excellent written and verbal communication skills, with the ability to communicate effectively at all levels of the organization
• Conversational level English proficiency is required for all communication duties and stakeholder interactions
• Strong organizational and time management skills, with the ability to prioritize tasks and work under pressure
• Proficiency in Google Workspace Suite
• Experience in managing complex calendars and travel arrangements
• Discretion and confidentiality when handling sensitive information
• A proactive and adaptable approach to problem-solving