Executive Secretary to the President

Job Responsibilities

Business Need / Purpose of Role

We are seeking a highly organized and proactive professional to take on the role of Executive Secretary to the President – Transportation Sector. This role plays a critical part in ensuring the seamless functioning of the Sector President’s office by providing high-level executive, administrative, and coordination support. The ideal candidate will work closely with the Sector President, CEOs, and senior leadership teams to facilitate effective communication, enhance productivity, and ensure timely execution of key strategic priorities.

Key Responsibilities

• As Executive Secretary to the Sector President, your responsibilities will include:
• Managing and optimizing the Sector President’s calendar, scheduling, and prioritization of meetings across multiple business units.
• Coordinating internal and external meetings, including preparation of agendas, briefing notes, and required documentation.
• Screening and managing correspondence, ensuring timely responses and appropriate prioritization.
• Handling local and international travel arrangements, including itineraries and logistics.
• Acting as a liaison between the Sector President and internal stakeholders, including CEOs and senior leadership teams.
• Coordinating sector meetings, leadership forums, and structured discussions aligned with strategic priorities.
• Tracking and following up on action items to ensure timely execution of key initiatives.
• Managing highly confidential information with professionalism and integrity.
• Supporting the preparation of presentations, reports, and briefing materials for executive and board-level engagements.
• Assisting in monitoring key business priorities, including performance updates and strategic initiatives.
• Ensuring the smooth day-to-day functioning of the executive office and administrative processes.
• Maintaining organized documentation and filing systems while improving efficiency through streamlined processes.

Person Specifications

• A degree or professional qualification in Business Administration or a related field is preferred.
• 3–5 years of experience in a similar executive support role, preferably supporting senior leadership or C-suite executives.
• Experience in a diversified or multi-business environment will be an advantage.
• Exceptional organizational and time management skills.
• Strong communication and interpersonal abilities.
• High level of discretion, professionalism, and attention to detail.
• Strong business awareness and ability to understand sector dynamics.
• Ability to multitask and perform under pressure in a fast-paced environment.
• Proficiency in MS Office applications (PowerPoint, Excel, Word).