Executive Assistant to CEO

Job Title: Executive Assistant to CEO 4/6+ years of relevant experience on related position.

Job Grade: IV

Required number of manpower: One / 1

Role Summary: 

Under the supervision and guidance of CEO, the Executive Assistant, handle all clerical works like typing reports, letters, memos, as well as opens and maintains the company files for records. Moreover, She/he is responsible for the execution of all administrative matters of the Office of the Executive Director. She/he also arranges & facilitates venues and logistics required for meetings and workshops organized by the company and conducts any other necessary office operations. 

Key Responsibilities:

1. The secretary records meeting minutes using shorthand and produces clear transcriptions of the main points and decisions for participants to review and follow up on.
2. He/shemaintainsthe company’s official corporate records, including management and board minutes, and files agreements made between eTech and key stakeholders to ensure accurate historical and legal documentation. 
3. The role manages incoming personal and important messages for the supervisor and handles routine correspondence promptly, ensuring that time-sensitive items reach the right person without delay.
4. All communications are handled professionally: answering and placing calls,draftingand typing letters and memos, registering and distributing incoming and outgoing correspondence, and keeping an up-to-date contacts list. 
5. The secretary plans and organizes the clerical activities of the CEO’s office and performs a range of administrative tasksrequiredto support the CEO’s daily work and priorities. 
6. He/she receives, sorts,registersand distributes mail to the appropriate offices on time, maintaining a reliable log of incoming and outgoing documents to support traceability and accountability. 
7. The positionis responsible forthe secure management and safe custody of both electronic and paper copies of important and confidential company documents, protecting sensitive information and ensuring proper access controls. 
8. The secretary receives visitors, answers general enquiries, provides relevant information, and arranges andfacilitatesmeeting logistics—such as booking venues and preparing materials—to ensure smooth interactions with clients and partners. 
9. He/she arranges and records the CEO’s appointments, issuestimelyreminders, follows up on outstanding items, and keeps the CEO informed of the current status of matters that require attention. 
10. Additionally, the secretary oversees the cleanliness, sanitation and organization of the CEO’s representative office area and performs other duties assigned by the CEO to support efficient office operations.

POSITION REQUIREMENTS  

Education:

• BA/Diploma in Secretarial Science and Office, Management or related fields from a recognized institution

Experience:

• 4/6 years of relevant experience on related position. Experience in ICT company is advantageous.