Executive Secretary to the CEO

Job Title: Executive Secretary to the CEO Department: CEO Office Reports To: Chief Executive Officer (CEO) Job Summary The Executive Secretary to the CEO provides high-level administrative and organizational support to ensure the efficient operation of the CEO’s office. This role requires discretion, professionalism, and the ability to manage sensitive information while coordinating executive activities, communications, and governance-related tasks. Key Responsibilities Executive Support Manage the CEO’s calendar, appointments, and travel arrangements  Prepare and organize meetings, agendas, and briefing materials  Screen, review, and prioritize incoming communications (emails, calls, letters)  Pre-check and review documents submitted for the CEO’s attention to ensure completeness, accuracy, and proper formatting  Communication & Coordination Act as a liaison between the CEO and internal/external stakeholders  Serve as a coordination point between the CEO’s office and the Board of Directors  Facilitate communication and follow-up on Board-related matters and documentation  Draft, edit, and format correspondence, reports, and presentations  Ensure timely follow-up on key actions, decisions, and directives  Meeting & Governance Support Coordinate Senior Management Team (SMT) meetings and other executive meetings  Prepare agendas, compile meeting materials, and ensure timely distribution  Take accurate and professional minutes during SMT and executive meetings  Track action items and ensure follow-up and closure of assigned tasks  Document & Records Management Maintain a structured and professional filing system (both physical and electronic)  Register, track, and monitor incoming and outgoing documents  Ensure proper document version control and reconciliation of records  Verify and reconcile documents for consistency, completeness, and approval status  Manage confidential files and ensure secure storage and accessibility    Office Management Coordinate office activities and ensure smooth daily operations  Handle logistics for executive meetings, events, and visits  Support administrative processes and continuous improvement of office systems  Confidentiality & Compliance Handle sensitive information with utmost confidentiality and professionalism  Ensure compliance with company policies, procedures, and governance requirements  Key Competences Attention to detail  Multitasking and prioritization  Professionalism and discretion  Strong problem-solving ability  Excellent interpersonal and coordination skills  Strong document management and organizational ability    Working Conditions Office-based role with occasional extended hours depending on CEO’s schedule  May require coordination outside normal working hours