Executive Assistant Secretary

We are seeking an EA/ Founder's Office to the Director for a Global Publishing House. Job Profile: Coordination & Communication Act as the primary point of contact between the Director and internal teams, clients, and external stakeholders Ensure smooth, accurate, and timely flow of information Follow through on commitments across teams Calendar & Priority Management Manage the Director’s calendar, meetings, and daily schedule Prioritise meetings based on business importance Ensure optimal use of time and avoid scheduling conflicts Task Tracking & Follow-ups (CRITICAL) Maintain a structured tracker of all tasks, discussions, and action points Proactively follow up with teams and stakeholders Ensure closure of tasks within defined timelines (not just reminders) Meeting Management & Documentation Prepare meeting agendas in advance Capture clear minutes (MOMs) with defined action items and owners Track progress and ensure accountability on decisions Team Coordination & Work Tracking Support in monitoring execution across team members Ensure tasks assigned by the Director are followed through effectively Escalate delays or gaps proactively Travel & Logistics Management Plan and manage travel, accommodation, and logistics end-to-end Prepare detailed itineraries with contingencies Ensure smooth execution with attention to detail Reporting & Expense Tracking Track daily expenses and maintain accurate records Prepare weekly, monthly, and quarterly reports as required Documentation & Record Management Organise, update, and maintain office filing systems and employee records Ensure all documents are structured, accurate, and easily accessible Cross-check critical information before sharing HR Coordination Prepare HR documents such as employment contracts, appointment letters, and onboarding material Address employee queries related to HR processes Coordinate with payroll/accounts by providing accurate employee data System & Process Management (KEY EXPECTATION) Build and maintain structured systems for tracking work and communication Bring discipline and consistency in workflows Continuously improve efficiency and reduce dependency on ad-hoc working Confidentiality & Ethical Handling Handle sensitive business and employee information with discretion Maintain strict confidentiality at all times Problem Solving & Execution Support Identify gaps, delays, and inefficiencies proactively Take initiative to resolve issues wherever possible Support execution of key projects and priorities EA/ Founders Office to the Director Requirements: Graduate / Postgraduate degree 4–8 years of experience as Executive Assistant / Administrative / Operations role Experience supporting senior leadership required Excellent English communication (written and verbal) Strong organisational and time management skills Strong follow-up and coordination ability High attention to detail and accuracy Ability to prioritise and manage multiple tasks effectively Proficiency in tools such as email, calendars, and Google Sheets Strong interpersonal skills and professional maturity High level of discretion and confidentiality