We are looking for an Executive Secretary to provide high-level administrative support, manage schedules, coordinate meetings, and ensure compliance with legal requirements and corporate governance best practices.
Responsibilities:
Administrative Support:
- Provide high-level administrative support to our Senior Management, including managing schedules, coordinating meetings, and handling correspondence.
- Screen, organise and prioritise incoming information before disseminating them to the Senior Management.
- Support the Senior Management in making well-informed decisions by providing relevant information and options.
- Anticipate work essentials, troubleshoot issues, and suggest solutions proactively.
Board and Committee Management:
- Organize and prepare agendas, materials and logistics for board and committee meetings, ensuring timely distribution of relevant documents, and recording accurate minutes during meetings.
- Support the onboarding process for new Directors and contribute to the training and development of directors.
Compliance Oversight:
- Monitor and ensure compliance with legal and regulatory requirements, as well as internal policies and procedures. Keep abreast of corporate governance best practices.
Annual Report:
- Assist in the preparation of the company's annual report, ensuring compliance with regulatory requirements and accuracy of information.
- Coordinate with internal and external stakeholders to gather necessary information, oversee relevant sections of the report, and facilitate the audit process.
- Maintain proper documentation, stay informed on regulatory changes, and provide support to senior management and the board on matters related to annual reporting and corporate governance.
Document Management:
- Maintain and organize official corporate records, contracts, and other important documents. Facilitate document retrieval and information dissemination as needed.
- Review, proofread and format materials to uphold a professional standard.
- Manage confidential information with the highest level of discretion, maintaining professionalism consistently.
Communication Liaison:
- Act as a communication liaison between the Senior Management and various stakeholders, including board members, senior management, and external partners.
- Coordinate with partners and stakeholders in fundraising or philanthropic endeavors.
- Supporting communication efforts and engagement with potential donors
Event Coordination:
- Coordinate events, conferences and business trips, ensuring seamless execution.
- Manage logistical aspects and participants coordination
Other ad-hoc duties as assigned by the Senior Management.
Requirements:
- Bachelor’s degree in Business Administration or a related field.
- Minimum of 5 years of experience in a similar role, preferably within a corporate office environment.
- Excellent verbal and written communication skills with the ability to interact professionally and confidentially with high-level executives and external stakeholders.
- Strong organizational and multitasking abilities to manage complex schedules, meetings, and documentation efficiently.
- Familiarity with corporate law, governance principles, and regulatory requirements.
- Maintain a high level of discretion and integrity in handling confidential information and sensitive matters.
- Proficient in Microsoft Office (Powerpoint, Word, Excel, etc) and document management systems.
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