Executive Secretary at Adept Systems

Key Responsibilities

Executive Support

• Provide efficient secretarial and administrative support to the CEO/Directors
• Manage the CEO/Directors' calendar, travel arrangements, scheduling meetings internally and externally, and ensuring no conflicts.
• Handle all correspondence, calls, and messages to the CEO/Directors’ office promptly and professionally.
• Manage calendar and schedules, oversee email and correspondence, and handle various administrative tasks, ensuring efficient general office management.
• Ensure proper filing and document management for both electronic and paper systems.
• Act as a point of contact among senior executives, staff, and external parties.
• Build and maintain strong relationships with relevant stakeholders.
• Follow up on timely submission of reports by the CEO's reportees. i.e., Board reports, Weekly reports, Project-based reports, etc.
• Prepare and organize reports, presentations, and confidential documents.
• Coordinate board meetings, draft agendas, and take minutes.

Human Resource Functions

• Assist in recruitment processes (job postings, CV screening, interview coordination).
• Maintain employee records (attendance, leave, contracts, and personal 
• Administer HR policies, employee benefits, and compliance requirements.
• Act as the first point of contact for employee relations, grievances, and welfare matters.
• Administration & Office Management
• Oversee office operations, supplies, and vendor management.
• Coordinate with service providers for facilities, IT, security, and housekeeping.
• Ensure smooth functioning of office communications and documentation.
• Prepare budgets and manage petty cash/administrative expenses.
• Ensure compliance with company policies, health & safety, and statutory requirements.

Academic and Professional Qualifications

• Bachelor’s degree in business administration, HR Management, or related field.
• Minimum of 5 years of experience as an Executive Secretary/Personal Assistant
• Strong knowledge of HR and administrative practices.
• Excellent communication, organizational, and interpersonal skills.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with integrity.
• Strong time-management and multitasking abilities.