Executive Secretary

Job Description

Role Overview

The Personal Assistant (PA) provides high-level, confidential, and seamless administrative and operational support to the Chairman, Chief Risk Officer (CRO), Chief Operating Officer (COO), and members of the Executive Committee. This role requires a highly organized, proactive, and resilient professional who can adeptly balance competing priorities, manage complex calendars, and act as a gatekeeper in a fast-paced corporate environment.

1. Calendar & Schedule Management

• Gatekeeping: Act as the primary point of contact and gatekeeper for the Chairman, CRO, and COO, managing access with diplomacy and professionalism.
• Complex Scheduling: Manage, optimize, and de-conflict complex, fast-changing calendars across multiple time zones.
• Meeting Prep: Ensure the Executives are fully prepared for all meetings by compiling agendas, briefings, reports, and presentations in advance.

1. Communication & Correspondence

• Inbound/Outbound Flow: Review, sort, and prioritize incoming emails, mail, and phone calls; draft professional responses and handle routine correspondence independently.
• Liaison: Act as a smooth communication bridge between the Executive team and internal departments (HR, Finance, Operations), as well as external stakeholders (Board Members, clients, regulators).
• Minutes & Tracking: Attend high-level meetings to take accurate minutes, track action items, and follow up with responsible parties to ensure deadlines are met.

1. Travel & Logistics Coordination

• End-to-End Travel: Arrange extensive domestic and international travel itineraries, including flights, accommodation, visas, ground transportation, and meeting venues.
• Expense Management: Track, compile, and submit monthly expense reports, credit card reconciliations, and reimbursement claims for the executive team in compliance with company policy.

1. Operational & Project Support

• Document Control: Maintain an ultra-organized, secure, and confidential digital and physical filing system for executive records, contracts, and legal documentation.
• Event Planning: Coordinate executive-level events, town halls, board meetings, and leadership retreats, managing logistics, catering, and guest lists.
• Ad-Hoc Projects: Assist the COO and CRO with ad-hoc operational tracking, compliance data gathering, or reporting as required.

• Calendar Efficiency: Zero scheduling conflicts; optimal time allocation for strategic tasks.
• Responsiveness & Accuracy: High speed and precise accuracy in drafting correspondence and managing executive data.
• Discretion: Strict maintenance of absolute confidentiality regarding corporate, financial, and personnel matters.
• Proactivity: Anticipating executive needs (e.g., travel hitches, meeting overruns) before they cause disruptions.

• Experience: Minimum of 5–7 years of experience as an Executive Assistant or Personal Assistant, ideally supporting C-Suite executives or Board Members within a fast-paced corporate environment.
• Education: Bachelor's degree in Business Administration, Human Resources, Communications, or a related field is preferred.
• Tech Savviness: Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and modern task-management tools (Asana, Trello, or Slack).
• Skills:
• Prioritization: Exceptional organizational skills with a proven ability to prioritize a heavy workflow from multiple stakeholders.
• Communication: Flawless written and verbal communication skills with a highly professional demeanor.
• Adaptability: Resilient under pressure, with the ability to pivot quickly when executive schedules shift unexpectedly.
• Discretion: Uncompromising integrity and ability to handle highly sensitive, confidential corporate information.