Job Purpose:

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.