Executive Secretary / Executive & Personal Assistant

Work setup: Daily onsite schedule

Summary of the role

As the Executive Secretary / Executive & Personal Assistant, you will provide high-level executive and personal support to the Commercial Director. You will be responsible for managing a complex and strategic agenda, coordinating travel and meetings, preparing the Director thoroughly for internal and external engagements, and ensuring smooth follow-up on decisions and action points.

In this role, you will act as a trusted partner, helping to structure priorities, safeguard time, streamline communication, and support both business and selected personal matters with a high level of discretion and professionalism.

Responsibilities

• Act as the main point of contact for the Commercial Director and provide proactive day-to-day executive support
• Manage a complex and strategic agenda, including prioritization of meetings, resolving scheduling conflicts, protecting focus time, and ensuring effective time management
• Coordinate domestic and international business travel, including itineraries, logistics, and related arrangements
• Provide personal assistant support where required, including coordination of personal appointments, logistics, and other agreed support tasks
• Handle confidential and sensitive information with the highest level of discretion and professionalism

• Prepare meetings end-to-end, including agendas, pre-reads, briefing notes, presentations, and logistics
• Ensure the Commercial Director is well prepared for meetings through timely and structured briefing materials
• Attend meetings when needed, take clear and accurate minutes, document key decisions, and capture action points
• Track and follow up on actions after meetings to ensure timely completion and alignment among stakeholders
• Support the preparation of reports, summaries, and presentations for leadership and business meetings

• Coordinate and prioritize emails, requests, and other incoming communication to ensure timely and appropriate follow-up
• Facilitate communication between the eCommerce department and other business units
• Manage professional relationships with internal and external stakeholders, including vendors, partners, and clients, on behalf of the Commercial Director
• Follow up proactively with stakeholders to keep topics moving and ensure deadlines and commitments are met

• Establish and maintain efficient administrative processes to support smooth operations within the eCommerce department
• Anticipate needs, identify bottlenecks, and proactively solve problems before they escalate
• Support a collaborative and well-organized working environment aligned with departmental goals
• Manage and coordinate official corporate documentation and administrative processes, including shareholder and director meeting documents, KYC requests, auditor documentation, signatures, filings, and follow-up with relevant internal and external stakeholders

• Proven experience as an Executive Secretary, Executive Assistant, Personal Assistant, or in a comparable support role
• Demonstrated experience in strategic agenda management, either through relevant work experience, training, or education
• Strong experience in meeting preparation, minute-taking, action tracking, and follow-up
• Excellent organizational and prioritization skills, with the ability to manage multiple topics simultaneously
• Strong stakeholder management and communication skills
• Fluent in spoken and written English
• Proficiency in Microsoft Office and office management tools
• Strong attention to detail and a structured way of working
• Flexible, adaptable, and able to perform well under pressure
• Strong critical thinking, problem-solving skills, and sense of responsibility
• Proactive mindset with the confidence to anticipate needs and take ownership