Job Summary:
One of our clients are looking for Executive Secretary who provides high-level administrative and organizational support to senior management within a real estate company. The role manages executive schedules, correspondence, meetings, documents, and coordination with internal departments, property owners, developers, contractors, consultants, and clients.
Key Responsibilities
- Manage the executive's calendar, appointments, meetings, and daily priorities.
- Coordinate internal and external meetings, including preparing agendas, presentations, and supporting documents.
- Record meeting minutes, distribute action points, and follow up with responsible departments.
- Draft and review professional emails, letters, reports, memoranda, and official correspondence.
- Organize and maintain confidential executive, administrative, and real estate-related documents.
- Coordinate communication with clients, investors, property owners, developers, contractors, consultants, and government authorities.
- Monitor deadlines, approvals, agreements, and management instructions to ensure timely completion.
- Support the preparation and organization of property reports, proposals, contracts, and project documentation.
- Arrange business travel, accommodation, transportation, and executive itineraries.
- Screen telephone calls, emails, visitors, and requests while directing urgent matters appropriately.
- Maintain accurate electronic and physical filing systems for contracts, property records, and correspondence.
- Coordinate with departments such as Sales, Leasing, Property Management, Finance, Legal, and Projects.
- Assist in preparing executive reports, performance updates, and management presentations.
- Handle sensitive and confidential information with professionalism and discretion.
- Perform additional administrative duties assigned by senior management.
Qualifications:
- Bachelor's degree in Business Administration, Office Management, or a related field.
- Minimum of 3–5 years of experience as an Executive Secretary, Executive Assistant, or in a similar position.
- Previous experience in real estate, property development, construction, or property management is preferred.
- Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
- Strong knowledge of professional correspondence, document control, and meeting coordination.
