Chief' Secretary

Job-Specific Responsibilities Schedule Administration

▪Coordinate and schedule meetings organized by the Chief Officer, ensuring effective prioritization and consideration for the availability of all participants and proactively addressing arising scheduling conflicts.

▪Prepare accurate and comprehensive minutes of meetings, documenting discussions, decisions, and action items for distribution to relevant parties. Communication Administration

▪Manage incoming and outgoing communication (incl. correspondence), ensuring timely responses, appropriate prioritization.

▪Draft various communications, including emails, memos, and letters, maintaining professional tone and accuracy.

▪Administrate confidential communications and correspondence with discretion and confidentiality, ensuring sensitive information is handled securely and appropriately. Administration of Reporting to the Chief Officer

▪Coordinate the submission of monthly and ad-hoc reports within the Group to ensure prompt and exhaustive submission in alignment with company and departmental standards.

Document Administration

▪Maintain an organized and efficient filing system for the documentation prepared, received or forwarded by the Chief Officer.

▪Prepare hardcopies of documents when required. General Responsibilities HSSE Reporting

▪Gather input and submit the monthly Behavioural Safety report as part of the Safety, Quality and Environmental Control procedure. Compliance

▪Ensure that all administrative and support activities comply with company policies, industry standards, and regulatory requirements.

KEY RESULT AREAS

▪Optimized Chief Officer calendar with potential scheduling conflicts proactively resolved.

▪Accurate and succinct minutes of meeting for the key meetings attended by the Chief Officer.

▪Timely communication and correspondence administration.

▪Strict confidentiality of Chief Officer’s correspondence and other communications, ensuring the integrity of information flow.

▪Timely reporting within the Group.

▪Efficient filing of all incoming and outgoing documentation.

▪Satisfaction regarding working relationships between the Chief Officer, internal stakeholders and third parties.

JOB REQUIREMENTS

Minimum Qualifications:

▪Diploma in Administration, Financial, Secretarial & Personal Assistance or equivalent.

Minimum Experience:

▪Minimum of 5 years of experience in Financial and administrative support.