Management Executive Secretary

Job description

the employer is seeking a highly organized and proactive Management Executive Secretary to provide comprehensive administrative support to senior management. The successful candidate will play a critical role in optimizing the efficiency and effectiveness of the management team by handling scheduling, communication, and administrative tasks with professionalism and discretion. As a Management Executive Secretary, you will coordinate activities, manage correspondence, and ensure smooth office operations. Your ability to manage multiple priorities and maintain confidentiality will be key to supporting the organization’s goals. Key Responsibilities • Manage the Chief Officer’s calendar, scheduling appointments, meetings, and events. • Prioritize and coordinate conflicting schedules and commitments. • Plan and coordinate all aspects of the Chief Officer’s business travel, including transportation, accommodation, and itineraries. • Ensure travel arrangements are efficient and cost-effective. • Serve as the primary point of contact for the Chief Officer, managing phone calls, emails, and correspondence. • Draft and prepare written communications, such as emails, memos, and letters, on behalf of the Chief Officer. • Arrange and coordinate meetings, conferences, and events for the Chief Officer. • Prepare meeting materials, agendas, and take minutes as required. • Maintain organized and up-to-date filing systems for executive-level documents and records. • Conduct research and gather information to support the Chief Officer’s decision-making processes. • Track and process the Chief Officer’s expenses, ensuring compliance with company policies and regulations. • Prepare expense reports and maintain accurate records. • Provide administrative and operational support for special projects or initiatives assigned by the Chief Officer. • Coordinate with cross-functional teams and stakeholders as needed. • Handle confidential and sensitive information with utmost discretion and professionalism. • Maintain strict confidentiality regarding executive-level matters and communications • Recommend training and development intervention ns for team members to build their capabilities • Contribute to the identification of opportunities for the continuous improvement of systems, processes and practices to increase productivity and operational efficiency. • Implement all relevant Department’s policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner. • Contribute to the preparation of timely and accurate reports to meet departmental requirements, policies and standards

Requirements

• Bachelor’s degree in Business Administration or equivalent from a recognized and accredited university is required
• Master’s degree in Business Administration or equivalent from a recognized and accredited university is preferred
• Minimum of 5 years of experience in executive secretarial or administrative support roles.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of discretion and confidentiality when handling sensitive information.
• Ability to work independently and as part of a team.
• Detail-oriented with a proactive and adaptable mindset.

Skills