Job Description – Executive Secretary to VIP client

Position Overview

We are seeking a highly professional and discreet Executive Secretary to provide comprehensive administrative and personal support to a VIP. This role demands exceptional organizational skills, confidentiality, and the ability to anticipate needs while managing both professional and personal affairs seamlessly. The successful candidate will serve as the primary liaison, ensuring that the VIP’s time is optimized and daily operations are managed with precision

Key Responsibilities

Act as the first point of contact for all communications on behalf of the VIP, handling correspondence, calls, and messages with absolute discretion.

Manage the VIP’s calendar, including complex scheduling, travel logistics (private/commercial), and event planning.

Coordinate confidential business and personal matters, ensuring seamless execution.

Prepare high-level reports, presentations, and correspondence with attention to detail and professionalism.

Organize and accompany the VIP to high-profile meetings, events, and engagements when required.

Liaise with business associates, government officials, media representatives, and household staff on behalf of the VIP.

Manage confidential files, financial documents, and sensitive information with utmost security.

Handle personal errands and lifestyle management, ensuring efficiency in both personal and professional commitments.

Anticipate needs and proactively resolve issues to minimize disruption to the VIP’s schedule.

Ensure discretion, loyalty, and professionalism at all times

Qualifications & Skills

Bachelor’s degree in Business Administration, Management, or related field (preferred but not mandatory if experience is exceptional).

Minimum 3 years of proven experience as an Executive Secretary/Executive Assistant at C-suite, diplomatic, or high-net-worth individual level.

Exceptional organizational and multi-tasking abilities.

Impeccable written and verbal communication skills.

Proficiency in MS Office Suite, scheduling tools, and digital communication platforms.

Strong interpersonal skills, able to interact confidently with high-level stakeholders.

Cultural sensitivity and ability to adapt in international and VIP settings.

Flexibility to travel frequently and work outside standard office hours when needed.

Absolute discretion, trustworthiness, and loyalty are essential

Key Competencies

Professional demeanor with a polished appearance.

Proactive, resourceful, and quick decision-making abilities.

Ability to manage pressure and unexpected changes with composure.

High emotional intelligence and confidentiality.

Commitment to anticipating and exceeding expectations

Archplan

Company Profile

Open vacancies at Archplan

Secretary and personal assistant to chairman

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