Job Description: Executive Secretary to EVP (Retail Operations)
Job Summary
The Executive Secretary to the Executive Vice President (EVP) – Retail Operations provides high-level administrative and executive support to ensure the effective management of the EVP’s office. The role is responsible for managing schedules, coordinating communications, preparing reports and presentations, handling confidential information, and facilitating smooth coordination between the EVP, senior management, business units, and external stakeholders. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced retail environment.
Key Responsibilities
- Provide comprehensive executive and administrative support to the EVP – Retail Operations.
- Manage the EVP’s calendar, appointments, meetings, travel arrangements, and daily schedule.
- Coordinate and organize executive meetings, including preparation of agendas, meeting materials, minutes, and follow-up actions.
- Handle confidential documents, business information, and sensitive communications with complete discretion.
- Prepare, edit, and format reports, presentations, correspondence, and management documents.
- Coordinate communication between the EVP and internal departments, retail teams, senior leadership, and external stakeholders.
- Track key business initiatives, deadlines, action items, and ensure timely follow-up with relevant stakeholders.
- Support the preparation of retail performance reports, operational updates, and executive presentations.
- Conduct research, compile data, and prepare briefing notes to support executive decision-making.
- Manage incoming calls, emails, correspondence, and prioritize matters requiring executive attention.
- Coordinate business travel arrangements, accommodation, itineraries, and expense documentation.
- Organize and maintain executive records, files, contracts, and important documents.
- Assist in planning and coordinating retail meetings, conferences, workshops, and corporate events.
- Liaise with retail operations teams to ensure smooth flow of information and timely completion of assigned tasks.
- Monitor and follow up on action points from meetings and ensure progress reporting.
- Perform other administrative and executive support duties as assigned by the EVP.
Required Qualifications
- Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
- 5–10 years of experience as an Executive Secretary, Executive Assistant, or similar senior administrative role.
- Experience supporting C-level executives or senior leadership in a corporate or retail environment is preferred.
- Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong written and verbal communication skills.
- Excellent organizational, time-management, and multitasking abilities.
- Ability to handle confidential information with professionalism and discretion.
- Strong attention to detail and ability to work under pressure.
Preferred Skills
- Experience in retail operations, corporate administration, or executive office management.
- Strong meeting coordination and minute-taking skills.
- Advanced presentation preparation and reporting abilities.
- Strong stakeholder management and relationship-building skills.
- Proactive approach with excellent follow-up and coordination skills.
- Ability to anticipate executive needs and prioritize tasks effectively.
- Professional attitude, strong judgment, and problem-solving capability.
Key Performance Indicators (KPIs)
- Efficient management of executive schedules and priorities.
- Accuracy and timeliness of reports, presentations, and documentation.
- Effective coordination of meetings and follow-up actions.
- Confidentiality and professionalism in handling sensitive information.
- Responsiveness to internal and external stakeholders.
- Timely completion of assigned administrative tasks.
- Executive satisfaction with support provided.
- Improved efficiency of executive office operations.
