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 ResponsibilitiesStrategic ResponsibilitiesAct 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 metOperational ResponsibilitiesManage 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 ResponsibilitiesHelp 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/CompetenciesBehavioral CompetenciesProfessionalism 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 CompetenciesProficiency 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 systemsQualifications and ExperienceRequired QualificationsDiploma or bachelors degree in business administration, Office Management, or a related field.#J-18808-Ljbffr