Job Summary

The secretary to the Executive Director & COO provides high-level secretarial and administrative support across a dynamic and fast-paced executive office. The role carries responsibility for managing complex schedules, coordinating events, and overseeing the day-to-day operations of the office with a high degree of proactiveness and sound judgment. The incumbent serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the ED & COO, and is expected to anticipate needs, exercise critical thinking, and offer solutions with the utmost professionalism and confidentiality.

Key Responsibilities

1. Strategic Calendar & Time Management

Manage a complex and active schedule of appointments, ensuring the Executive Director & COO's time is optimally allocated and commitments are met.

Proactively prioritise inquiries and resolve scheduling conflicts with minimal guidance; make sound judgments and recommendations to ensure seamless day-to-day engagements.

2.Executive Administrative Support

Provide a broad range of administrative support including preparation of expense reports, drafting and managing confidential correspondence, and coordinating complex travel arrangements, itineraries, and agendas.

Compile relevant documents for travel-related meetings and accompany the Executive Director & COO to meetings when required, taking minutes and tracking follow-up actions.

3.Event Management & Liaison

Coordinate internal and external meetings, including logistics, agenda preparation, collation of presentation materials, and venue setup.

Receive and attend to the Executive Director & COO's guests with professionalism, etiquette, and warm hospitality.

4.General Office Management

Oversee general office upkeep and operational tidiness to maintain a professional environment at all times.

Plan and host visits for local and overseas delegates with polish and professionalism.

Undertake any other projects or duties as assigned.

Job Requirements

Education & Experience

Minimum Diploma qualification.

Minimum 5 years of relevant experience supporting senior executives.

Prior experience working within a Group or conglomerate structure is highly preferred.

Skills & Competencies

Proactive disposition with a strong ability to anticipate needs before they arise.

Expert-level written and verbal communication skills; ability to draft high-quality, professional correspondence.

Professional and polished in hosting and engaging with a range of stakeholders, including esteem clients, senior professionals and government officials.

Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint).

High degree of discretion and confidentiality; ability to navigate pressure and sensitive situations with composure and professionalism.

Equally effective working independently and as a collaborative team player.

Flexibility to work outside standard hours when operational requirements arise, such as during board meetings, year-end activities, or urgent matters.