Executive Secretary

About the role

The Executive Secretary provides comprehensive administrative support to the Deputy, ensuring smooth office operations and effective coordination with internal and external stakeholders. This role is pivotal in managing communications, scheduling, and documentation to facilitate the Deputy’s daily activities.

Key responsibilities

• Handle all administrative and office facilities, including preparation of plans and programs for office activities.
• Coordinate with other departments to accomplish joint tasks and manage transactions and correspondence for the Deputy.
• Draft letters, memoranda, reports, and manage copies and photocopies.
• Receive visitors and clients, present their requests to the Deputy, and follow up on instructions.
• Schedule and organize interviews, visits, and meetings, prepare minutes, obtain signatures, and track outcomes.
• Assist with the Deputy’s participation in seminars, official events, and protocol ceremonies.
• Maintain and update records, data, and statistics related to office activities.
• Determine office needs for manpower, equipment, and materials and coordinate their provision.
• Develop periodic activity reports and propose performance improvements.
• Comply with organizational policies, procedures, and any additional tasks assigned by supervisors.

Required profile

• Minimum of 2 years of experience in a similar administrative or secretarial role.
• Bachelor’s degree in Business Administration or a related field.
• Strong organizational skills and ability to manage multiple tasks efficiently.
• Excellent written and verbal communication abilities.

Required skills