Executive & Administration

About the Role

Lens Feedy Photography is seeking a highly capable, articulate, exceptionally organised, and professionally mature General Secretary to work directly with the Managing Director / CEO. This role is responsible for the smooth, disciplined, and efficient functioning of the executive office and key administrative activities. It's a high-trust, high-responsibility position requiring excellent command of spoken and written English, strong interpersonal and communication skills, sound administrative judgement, exceptional follow-up ability, and maturity to work closely with senior leadership. The successful candidate will serve as a vital coordination link between the MD / CEO, internal teams, clients, vendors, consultants, business associates, and other stakeholders. This position is ideal for a professional individual who thrives in a fast-paced executive environment and can function as a trusted administrative and coordination partner to senior management.

Key Responsibilities

1. Executive Office Support

• Work directly with the MD / CEO on day-to-day executive, administrative, and coordination requirements.
• Manage and prioritise the MD / CEO's schedule, appointments, meetings, and commitments.
• Coordinate internal and external meetings, calls, discussions, and follow-ups.
• Prepare meeting agendas, briefing notes, documents, presentations, and supporting materials as required.
• Maintain structured records of important discussions, decisions, commitments, and action points.
• Ensure timely follow-up on instructions issued by the MD / CEO.
• Track pending matters and proactively bring important deadlines, follow-ups, and unresolved issues to management's attention.
• Assist the MD / CEO in maintaining an efficient and well-organised executive workflow.

2. Office Administration & Management

• Oversee the smooth day-to-day functioning of the office.
• Coordinate general administration, office requirements, facilities, supplies, documentation, and administrative processes.
• Liaise with vendors, service providers, consultants, building management, and other external parties.
• Monitor office requirements and ensure timely resolution of operational and administrative issues.
• Establish and maintain organised systems for files, documents, records, and office information.
• Support implementation of professional office procedures, standards, and administrative controls.
• Coordinate logistics for meetings, visitors, official events, and business activities.

3. Communication & Correspondence

• Draft, review, format, and manage professional emails, letters, notices, reports, communications, and official correspondence.
• Communicate professionally with clients, senior executives, employees, vendors, and external stakeholders.
• Maintain a consistently high standard of English in all written and verbal communication.
• Handle sensitive, confidential, and senior-level correspondence with appropriate discretion.
• Ensure important communications are properly recorded, tracked, and followed through.

4. Management Coordination & Follow-Up

• Act as a central coordination point between the MD / CEO and relevant departments or personnel.
• Communicate management instructions clearly and professionally.
• Follow up with responsible individuals and departments to ensure timely execution.
• Maintain action trackers, task lists, deadlines, and status updates.
• Identify delays, gaps, or dependencies and escalate them appropriately.
• Ensure that important management decisions translate into timely action.

5. Documentation & Record Management

• Maintain systematic physical and digital records.
• Organise confidential documents, contracts, correspondence, reports, meeting records, and management information.
• Prepare summaries, trackers, statements, and administrative reports whenever required.
• Ensure accurate documentation and easy retrieval of important information.
• Maintain appropriate confidentiality and document-access discipline.

6. Meetings, Visitors & Business Coordination

• Coordinate meetings involving the MD / CEO and internal or external stakeholders.
• Prepare meeting rooms, schedules, documents, and other requirements.
• Receive and coordinate important visitors and business associates professionally.
• Record meeting outcomes and ensure action items are followed up.
• Coordinate travel, accommodation, transportation, and other logistics when required.

7. Business & Administrative Assistance

• Assist management with research, information gathering, comparisons, vendor coordination, and administrative decision support.
• Prepare basic management reports, presentations, spreadsheets, and summaries.
• Coordinate special assignments and time-sensitive projects entrusted by the MD / CEO.
• Handle multiple priorities while maintaining accuracy and professionalism.
• Take ownership of assigned responsibilities rather than waiting for repeated instructions.

8. Confidentiality & Professional Conduct

• Maintain absolute discretion regarding company information, management discussions, business plans, financial information, employee matters, client information, and other confidential matters.
• Exercise sound judgement regarding what information can be communicated, to whom, and through which channel.
• Demonstrate integrity, reliability, professionalism, and respect for organisational hierarchy.
• Represent the executive office with maturity and professionalism at all times.

Essential Skills & Competencies

The candidate should demonstrate:

• Excellent English communication skills – mandatory.
• Strong spoken, written, and reading proficiency in English.
• Excellent professional email and business-writing ability.
• Strong verbal communication and interpersonal skills.
• Excellent organisational and time-management skills.
• Strong office administration and coordination capabilities.
• Exceptional follow-up and task-tracking ability.
• Ability to manage multiple priorities simultaneously.
• Strong attention to detail and accuracy.
• Professional telephone and stakeholder-handling etiquette.
• Ability to prepare professional documents, reports, presentations, and spreadsheets.
• Good working knowledge of Microsoft Office / Microsoft 365 (including Word, Excel, PowerPoint, Outlook, Teams) or equivalent productivity tools.
• Ability to learn new software, digital tools, and company systems quickly.
• Strong problem-solving and decision-support capability.
• Ability to work independently with minimal supervision.
• Strong sense of ownership, accountability, and urgency.
• Ability to maintain confidentiality and exercise discretion.
• Professional appearance, conduct, and workplace etiquette.
• Ability to remain calm, composed, and effective under pressure.

Ideal Candidate Profile

We are seeking a person who is:

• Highly Articulate: Can communicate confidently and professionally with senior executives and stakeholders.
• Exceptionally Organised: Can manage calendars, documents, meetings, priorities, deadlines, and follow-ups without losing track of details.
• Proactive: Anticipates requirements, identifies pending matters, and takes action before being repeatedly instructed.
• Reliable: Can be trusted with important responsibilities, confidential information, and time-sensitive assignments.
• Professional: Maintains high standards of communication, conduct, presentation, and workplace discipline.
• Adaptable: Comfortable handling changing priorities and a wide variety of executive, administrative, and business-coordination responsibilities.
• Detail-Oriented: Notices errors, omissions, inconsistencies, and pending actions that others may overlook.
• Mature in Judgement: Understands professional boundaries, confidentiality, hierarchy, and appropriate escalation.

Qualifications & Experience

• Bachelor's degree in any relevant discipline is preferred.
• Additional qualifications in Business Administration, Management, Office Administration, Secretarial Practice, or a related field will be advantageous.
• Prior experience in executive administration, office management, executive assistance, administration, coordination, corporate secretarial support, or a similar role is preferred.
• Experience supporting a Managing Director, CEO, Director, Founder, senior executive, or leadership team will be highly valued.
• Candidates with strong relevant capability may be considered irrespective of exact academic specialisation.
• Freshers with exceptional English communication, professional maturity, organisational ability, and the right aptitude may also be considered.