Secretary

About the Role

This position supports senior executives by handling day-to-day administrative coordination, keeping communication flowing smoothly across internal teams and external contacts, and ensuring the executive office runs efficiently. The role also involves managing schedules, safeguarding sensitive information, and helping maintain a highly organized professional environment.

Executive Office Management

• Organize the executive calendar by arranging appointments and meetings in a way that supports efficient time use and smooth coordination.
• Plan and deliver VIP events, including logistics and any special arrangements needed for a polished and successful outcome.
• Arrange executive site visits by coordinating travel, transport, lodging, and meeting space setup so visits run without disruption and reflect a professional image.
• Oversee general office administration tasks such as tracking supplies, monitoring inventory, and managing office equipment.
• Provide a welcoming and professional experience for visitors and stakeholders through courteous, high-quality interaction.

Executive Support

• Prepare accurate expense reports with strong attention to detail.
• Draft confidential correspondence carefully while protecting sensitive information.
• Coordinate complex travel plans, itineraries, and agendas, and gather the documents needed for business travel and meetings.
• Manage the executive’s schedule proactively, balancing priorities and controlling direct access when necessary.
• Review incoming matters addressed to the executive, prioritize them, and follow up on sensitive or confidential items with the right response or referral.
• Act as a communication link between the executive office and internal departments to support clear, trusted coordination with senior leadership.
• Handle key deliverables personally, including acknowledgment letters, personal correspondence, and similar executive-level tasks.
• Maintain executive records, files, and documents in an organized and confidential manner.
• Resolve competing priorities quickly and follow through on tasks and projects until completion.

Continuous Improvement

• Support efforts to improve SABIL’s systems, processes, and working practices by applying international best practice where relevant, while also helping with financial efficiency, cost optimization, and overall process improvement.

Qualifications and Requirements

• A recent graduate may apply, and candidates with up to 6 years of experience in a comparable role are also eligible.
• Strong written and spoken English is required.
• Good working knowledge of Microsoft tools such as Word and Excel is expected.
• A diploma or bachelor’s degree in business administration or another business-related field is required.

Skills

• Executive administration
• Calendar and meeting coordination
• Confidential correspondence handling
• Travel and itinerary planning
• Expense reporting
• Office administration
• Attention to detail
• Microsoft Office proficiency
• Stakeholder communication
• Process improvement