Job Description

Roles & Responsibilities

As a Management Executive Secretary, you will coordinate activities, manage correspondence, and ensure smooth office operations. Your ability to manage multiple priorities and maintain confidentiality will be key to supporting the organization s goals.

• Manage the Chief Officer s calendar, scheduling appointments, meetings, and events.
• Prioritize and coordinate conflicting schedules and commitments.
• Plan and coordinate all aspects of the Chief Officer s business travel, including transportation, accommodation, and itineraries.
• Ensure travel arrangements are efficient and cost-effective.
• Serve as the primary point of contact for the Chief Officer, managing phone calls, emails, and correspondence.
• Draft and prepare written communications, such as emails, memos, and letters, on behalf of the Chief Officer.
• Arrange and coordinate meetings, conferences, and events for the Chief Officer.
• Prepare meeting materials, agendas, and take minutes as required.
• Maintain organized and up-to-date filing systems for executive-level documents and records.
• Conduct research and gather information to support the Chief Officer s decision-making processes.
• Track and process the Chief Officer s expenses, ensuring compliance with company policies and regulations.
• Prepare expense reports and maintain accurate records.
• Provide administrative and operational support for special projects or initiatives assigned by the Chief Officer.
• Coordinate with cross-functional teams and stakeholders as needed.
• Handle confidential and sensitive information with utmost discretion and professionalism.
• Maintain strict confidentiality regarding executive-level matters and communications
• Recommend training and development intervention ns for team members to build their capabilities
• Contribute to the identification of opportunities for the continuous improvement of systems, processes and practices to increase productivity and operational efficiency.
• Implement all relevant Department s policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner.
• Contribute to the preparation of timely and accurate reports to meet departmental requirements, policies and standards.

Desired Candidate Profile

• Bachelor s degree in Business Administration or equivalent from a recognized and accredited university is required
• Master s degree in Business Administration or equivalent from a recognized and accredited university is preferred
• Minimum of 5 years of experience in executive secretarial or administrative support roles.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of discretion and confidentiality when handling sensitive information.
• Ability to work independently and as part of a team.
• Detail-oriented with a proactive and adaptable mindset.