Executive Secretary to Managing Director & Chief Administration Officer

About the role

The Executive Secretary provides high‑level support to the Managing Director – Automotive and the Chief Administration Officer, ensuring smooth operation of their offices. This role demands exceptional organization, discretion, and the ability to juggle multiple confidential and time‑sensitive tasks in a fast‑paced environment.

Key responsibilities

• Manage calendars, appointments, meetings, travel arrangements and correspondence for the MDA and CAO.
• Prepare management reports, dashboards, presentations and executive meeting materials.
• Coordinate executive visits, VIP meetings, protocol arrangements and corporate hospitality.
• Handle domestic and international business trip logistics, including flights, accommodation and travel documents.
• Maintain confidential files, records and sensitive information with utmost discretion.
• Monitor business priorities, alerting the MDA and CAO to critical deadlines, risks and outstanding actions.
• Organise internal and external meetings, prepare agendas, minutes of meetings (MOM) and track action items.
• Support Board and Executive Committee meetings, ensuring proper documentation and follow‑up.
• Ensure all executive documentation complies with company policies, governance and record‑retention standards.

Required profile

• Bachelor’s degree or Diploma in Business Administration, Management, Secretarial Studies or a related field.
• 5–8 years of experience as an Executive Secretary or Executive Assistant supporting senior leaders.
• Proven ability to manage multiple priorities, confidential matters and time‑sensitive requirements.
• Excellent written and verbal communication skills, with a high level of professionalism and integrity.

Required skills