Executive Secretary

Job Purpose

The Executive Secretary provides high‑level, trusted secretarial and administrative support to enable the executive team to focus on strategic, operational, and stakeholder priorities. The role requires strong judgment, confidentiality, and professionalism, as well as the ability to operate effectively within a structured, governance‑driven and matrix environment.

Key Responsibilities

Executive Office Support

• Provide comprehensive secretarial and administrative support to the COO, including managing a complex and frequently changing calendar.
• Coordinate meetings, appointments, and engagements involving senior management, Board‑level stakeholders, and external parties.
• Prepare, review, and manage correspondence, reports, presentations, and briefing materials to a high standard.
• Act as the first point of contact for matters relating to the COO’s office, exercising discretion in prioritizing and filtering requests.
• Handle sensitive and confidential information with integrity, professionalism, and sound judgment.

Meetings, Governance & Documentation

• Coordinate senior management and executive meetings, including preparation of agendas, papers, and materials.
• Record minutes, key decisions, and action items; track follow‑ups to completion.
• Maintain organized and accurate records of executive approvals, correspondence, and key documents in line with governance requirements.
• Support compliance with internal policies, approval frameworks, and corporate governance standards.

Stakeholder & Cross‑Functional Coordination

• Liaise closely with senior leaders, business unit heads, corporate functions, and external stakeholders on behalf of the COO.
• Support coordination across business lines and corporate functions to ensure alignment on priorities, timelines, and deliverables.
• Facilitate smooth information flow between the COO’s office and internal stakeholders.

Office & Workflow Management

• Monitor deadlines and commitments arising from the COO’s meetings and correspondence.
• Maintain an effective filing and document management system for the COO’s office.
• Identify opportunities to improve administrative processes and office workflows, enhancing efficiency and clarity.

Ad‑hoc & Project Support

• Provide secretarial and administrative support for specific initiatives, projects, or submissions led or sponsored by the COO.
• Support preparation for townhalls, leadership meetings, and formal presentations when required.

Key Requirements & Qualifications

• Diploma or Bachelor’s degree in Business Administration, Management, or a related discipline.
• Minimum 5–8 years’ experience in a senior secretarial or executive assistant role, preferably supporting C‑suite or senior leadership in a structured corporate environment.
• Strong organizational, planning, and time‑management skills with high attention to detail.
• Excellent written and verbal communication skills.
• High level of integrity, discretion, and professionalism.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and common collaboration tools.
• Able to work independently, manage competing priorities, and remain composed in a fast‑paced environment.