Secretary to the Managing Director

Job Description & Job Specification Secretary to the Managing DirectorAbout the RoleWe are seeking a professional, well-organized, and proactive Secretary to the Managing Director to provide high-level administrative and coordination support to the Managing Director. The role will be responsible for managing schedules, coordinating meetings and communications, preparing documents, maintaining confidential records, and ensuring the smooth and efficient operation of the Managing Director’s office.The successful candidate will demonstrate excellent organizational skills, attention to detail, communication abilities, discretion, and the ability to manage multiple priorities in a fast-paced business environment.Key ResponsibilitiesManage the Managing Director’s calendar, appointments, meetings, and daily schedule.Coordinate internal and external meetings, conferences, and business appointments.Prepare meeting agendas, presentation materials, reports, and other documents as required.Attend meetings, take accurate minutes, and follow up on assigned action items and deadlines.Manage incoming and outgoing correspondence, including emails, letters, reports, and business documents.Screen and appropriately handle calls, inquiries, and requests directed to the Managing Director.Coordinate communication between the Managing Director and internal departments, clients, business partners, and other stakeholders.Prepare and organize documents, briefing materials, reports, presentations, and correspondence.Maintain proper filing systems for documents, records, contacts, and other information related to the Managing Director’s office.Handle confidential and sensitive information with a high level of discretion and professionalism.Coordinate the Managing Director’s business travel arrangements, including transportation, accommodation, itineraries, and visa requirements.Maintain records of important meetings, appointments, correspondence, and follow-up matters.Monitor and follow up on tasks and requests assigned by the Managing Director to ensure timely completion.Assist in gathering information and conducting basic research as required.Support the coordination of management meetings and other important business activities.Ensure the Managing Director is well-prepared for meetings and appointments by providing relevant information and materials in advance.Provide general administrative and coordination support to the Managing Director’s office.Perform other reasonable duties and responsibilities as assigned by the Managing Director. Job Specification / RequirementsEducation & ExperienceBachelor’s degree in Business Administration, Management, Communications, or a related field.3–5 years of relevant experience as a Secretary, Executive Secretary, Personal Assistant, Executive Assistant, or in a similar role.Previous experience supporting senior management or executives is highly preferred.Skills & CompetenciesExcellent organizational and time-management skills.Strong communication and interpersonal skills.Good written and spoken English and Myanmar language skills.Strong attention to detail and accuracy.Excellent meeting coordination, minute-taking, and follow-up skills.Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.Good document preparation and presentation skills.Ability to manage multiple tasks and priorities effectively.Strong coordination skills with internal departments and external stakeholders.Ability to work independently with minimal supervision.Professional appearance, attitude, and business etiquette.High level of integrity, discretion, and confidentiality.Proactive, responsible, reliable, and service-oriented.Ability to work under pressure and meet deadlines.Key CompetenciesOrganization & Planning - Ability to effectively manage schedules, meetings, documents, and priorities.Communication - Able to communicate clearly and professionally with senior management, colleagues, clients, and business partners.Confidentiality & Integrity – Demonstrates sound judgment when handling sensitive and confidential information.Attention to Detail - Ensures accuracy in documents, meeting records, correspondence, and administrative tasks.Proactive Support - Anticipates requirements, follows up on outstanding matters, and ensures tasks are completed on time.Professionalism - Maintains a high standard of professional conduct and represents the Managing Director’s office appropriately.🌟We are excited to invite talented and passionate professionals to join our dynamic team and grow with us!🌟