Executive Secretary (12 Months)

The Executive Secretary provides high-level administrative support to senior management, ensuring the smooth and efficient operation of executive-level functions. This role involves managing schedules, coordinating meetings, handling confidential correspondence, preparing reports and presentations, minutes of meeting and serving as a key point of contact between executives and internal/external stakeholders.

Main Roles and Responsibilities

Strategic Responsibilities

• Act as a trusted point of contact between executives and key stakeholders, ensuring professional and timely communication.
• Support executives in tracking strategic priorities and following up on key initiatives.
• Assist in coordinating high-level meetings, forums, or delegations involving external entities or government bodies.
• Assist in monitoring progress on executive-led projects by following up with departments and ensuring deadlines are met

Operational Responsibilities

• Manage executive calendars, schedule meetings, and coordinate travel and logistics.
• Draft, format, and proofread official correspondence, memos, and documents.
• Organize and maintain filing systems, including confidential records.
• Take minutes during meetings and ensure timely follow-up on action items.
• Handle phone calls, emails, and incoming requests with discretion and professionalism.
• Provide logistical and administrative support for events, workshops, and internal functions.
• Monitor office supplies and manage administrative tasks related to procurement and resource planning.

Other Responsibilities

• Help draft internal announcements, newsletters, or communications on behalf of executives.
• Ensure proper documentation of analysis, reports, and strategic initiatives.
• Coordinate and prepare materials for meetings involving data and performance review.
• Document and maintain records of continuous improvement processes and risk assessment methodologies.

Required Skillset/Competencies

Behavioral Competencies

• Professionalism and Discretion: Maintains confidentiality, demonstrates integrity, and handles sensitive information with maturity and trustworthiness.
• Communicates clearly and effectively, both verbally and in writing, and adjusts tone based on audience.
• Time Management: Prioritizes tasks efficiently, manages competing deadlines, and ensures timely execution of responsibilities.
• Ensures accuracy and consistency in documents, correspondence, and scheduling.
• Initiative and Proactiveness: Anticipates needs, acts without being prompted, and solves problems independently where appropriate.
• Interpersonal Skills: Builds strong working relationships with internal and external stakeholders and contributes to a collaborative environment.

Technical Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative tools (e.g., SharePoint, calendar apps).
• Skilled in drafting, formatting, proofreading, and finalizing professional documents, presentations, and reports.
• Competence in organizing meetings, preparing agendas, taking minutes, and ensuring timely follow-up on action items.
• Accuracy in handling data input, management of contact lists, and updating internal databases or systems

Qualifications and Experience

Required Qualifications

• Diploma or bachelors degree in business administration, Office Management, or a related field.