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.

Act as the primary administrative head of the department, ensuring smooth day-to-day operations

Oversee preparation and review of official reports, policy documents, and government correspondence

Coordinate between various departments, ministries, and external agencies

Ensure timely implementation of decisions, policies, and directives

Monitor compliance with financial regulations, taxation laws, and governance standards

Facilitate meetings, briefings, and high-level communications

Maintain proper documentation, records, and confidential files

Supervise administrative staff and ensure efficient workflow within the department

▪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.