Job Description
We are seeking a highly organised and proactive Executive Secretary - Legal & External Affairs to directly support the Managing Director. This multifaceted role includes executive support, vendor and government liaisoning, and legal documentation assistance. The ideal candidate is a self-starter with a go-getter mindset, excellent communication skills, and the ability to handle complex coordination and follow-ups efficiently.
Key Responsibilities
Executive Support to MD
• Manage the MD's calendar, calls, emails, meetings, and appointments. Respond and follow-up on communications on behalf of the MD with internal and external stakeholders.
• Prepare briefs, presentations, and documents needed for meetings and external interactions.
Vendor & External Coordination
• Serve as the main point of contact with vendors, contractors, and service providers.
• Coordinate approvals, procurement, and compliance with suppliers and partners.
• Conduct site visits, collect necessary documentation, and monitor vendor activity.
Government & Legal Liaisoning
• Liaise with government departments for permits, licences, NOCs, and regulatory requirements.
• Assist with property-related documentation, follow-ups, and compliance processes.
• Track submissions and ensure timely processing of legal paperwork.
Operational Support
• Maintain logs of vendor performance, delivery schedules, and documentation.
• Align vendor and project timelines with internal teams (design, accounts, execution).
• Support administrative and field-level tasks as needed.
Qualifications
• A degree in Business Administration, Secretarial Studies, or a related field is preferred
• Knowledge or experience in legal and external affairs is advantageous
• Bachelor's degree in Law, Business Administration, or a related field
• 1-3 years' experience in executive support, liaison/vendor coordination, or legal support
• Strong communication, negotiation, documentation, and follow-up skills
• Willingness to travel frequently to project sites and government offices
• Proficiency in MS Office (Word, Excel) and documentation tools
• Experience in or knowledge of Company Secretarial Work, corporate governance, and compliance regulations
• Attention to detail, discretion, and the ability to maintain confidentiality
Mindset & Soft Skills:
Highly self-motivated, proactive, and able to take ownership of tasks
Resilient and persistent - follows through to completion under pressure
Go-getter attitude with strong initiative and problem-solving ability
