Executive Secretary

The Executive Secretary is responsible for providing high-level administrative, organisational, and coordination support to the Chief Executive Officer, ensuring the efficient management of schedules, correspondence, meetings, documentation, and confidential information. The role acts as a key point of coordination between senior management, internal departments, external stakeholders, and other parties, ensuring effective communication, follow-up, and timely completion of administrative matters. The Executive Secretary contributes to the smooth operation of the Executive Office by maintaining a high level of professionalism, discretion, organisation, and attention to detail.

Responsibilities:

• Provide comprehensive administrative and secretarial support to the Chief Executive Officer (CEO), ensuring effective organisation of daily activities and priorities.
• Manage the CEO’s calendar, appointments, meetings, travel arrangements, and other commitments.
• Coordinate meetings, including preparing agendas and documentation, recording minutes where required, and following up on agreed actions.
• Prepare, format, proofread, and coordinate correspondence, reports, presentations, minutes, and other business documentation.
• Act as a central point of contact between the CEO, Executive Management, internal departments, employees, clients, suppliers, and external stakeholders.
• Manage incoming and outgoing correspondence, ensuring matters are appropriately prioritised, communicated, and followed up.
• Maintain accurate and organised electronic and physical filing systems, ensuring confidential information is handled securely and appropriately.
• Coordinate Board, management, and other formal meetings, including the preparation and circulation of required documentation.
• Coordinate internal and external events, meetings, visits, and other activities involving the CEO and Executive Management.
• Liaise with external service providers, professional advisors, government entities, and other stakeholders on behalf of the CEO, as required.
• Monitor deadlines, outstanding matters, and follow-up actions to ensure timely completion.
• Handle sensitive and confidential information with discretion and professionalism.
• Provide support with ad hoc administrative, organisational, and coordination requirements as necessary.

• Excellent organisational and time-management skills, with the ability to manage multiple priorities and deadlines effectively.
• Excellent proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, Outlook, and Teams.
• High level of attention to detail and accuracy in preparing and managing documentation.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Strong interpersonal skills and the ability to communicate professionally with individuals at all levels of the organisation.
• Ability to work independently, anticipate requirements, and demonstrate initiative in supporting Executive Management.
• Strong coordination and follow-up skills, with the ability to ensure that actions and commitments are completed within agreed deadlines.
• A professional, flexible, and service-oriented approach with the ability to operate effectively in a fast-paced business environment.

• Minimum of 3 years' experience in an executive secretarial, personal assistant, administrative, or similar role, supporting senior management.
• Ideally possess a degree or diploma in Secretarial Studies, Business Administration, Management, or a related field.