Executive Secretary

Job Purpose

Responsible for providing high and comprehensive administrative and organisational support to the senior management team, ensuring the smooth running of our day-to-day operations of the office.

Key Accountabilities

1. Calendar and Schedule Management

Manage the executive's calendar, schedule appointments, meetings, and travel, ensuring optimal use of time. Coordinate all aspects of meeting preparation, including room bookings, preparing agendas, and taking minutes.

2. Correspondence and Communication

Handle incoming and outgoing communications (emails, phone calls, and correspondence) on behalf of the executive, ensuring timely responses and confidentiality.

3. Document Preparation and Management

Draft, edit, and proofread reports, presentations, meeting agendas, and other documents as required. Ensure that all documents meet company standards for formatting, accuracy, and clarity.

4. Meeting Coordination

Organize and manage meetings, including coordinating schedules, preparing necessary materials, taking minutes and ensuring that action items are followed up on.

5. Office Management and Division/Department Support

Oversee general office operations and logistics, including ordering supplies, maintaining office equipment, and ensuring the workspace is well-organized. Assist the Chiefs in follow-up division/departmental work plans. Coordinate and communicate with various departments and all staff levels regarding the Chief's directed tasks.

6. Financial and Expense Management

Process invoices, track expenses, and assist with budget monitoring. Submit reimbursement requests and maintain records of spending.

7. Confidentiality and Discretion

Maintain high-level confidentiality regarding strategic discussions and decisions with sensitive business information, documents, and company communications at all times.

8. Event Planning and Coordination

Organise internal and external events, conferences, or team-building activities, ensuring all logistics and details are handled efficiently.

9. Liaison and Coordination

Act as a liaison between the executive and internal/external stakeholders, maintaining positive working relationships and ensuring effective communication.

10. Other Matters

Perform special tasks, ad hoc functions, and related duties as directly by management

Qualifications, Skills & Knowledge

1. Minimum Diploma in Secretarial Science, Office Management, Business Administration and an equivalent.
2. Minimum of three (3) years of experience as an Executive Secretary, Executive Assistant, or in a similar high-level administrative support role.
3. Strong verbal and written communication skills, with the ability to interact professionally with senior leaders, staff, and external partners.
4. High attention to detail in preparing documents, scheduling meetings, and managing correspondence.
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office management software or other tools (e.g., document management systems, video conferencing platforms).