Executive Assistant Secretary

We’re Hiring | Executive & Secretariat Assistant

(Board & CEO Support Focus)

We are seeking a highly organized and detail-oriented Executive & Secretariat Assistant to provide high-level support to the CEO and Board of Managers. This role is critical in ensuring smooth executive coordination and strong governance discipline within a structured and regulated environment.

Role Overview

This position is responsible for supporting executive operations, board coordination, documentation management, and governance processes. The role requires professionalism, confidentiality, and exceptional attention to detail.

Key Responsibilities

1. Executive Support

• Manage CEO calendar, meetings, travel, and daily coordination

• Schedule and organize internal and external meetings

• Prepare and circulate meeting materials and briefing packs in advance

• Track follow-ups and ensure timely closure of action items

2. Board & Governance Support

• Coordinate Board of Managers meetings (agenda, scheduling, logistics)

• Prepare and distribute board meeting packs

• Draft meeting minutes and maintain decisions/action logs

• Maintain governance documentation and structured filing systems

• Track key reporting and regulatory deadlines

3. Documentation & Reporting Control

• Maintain organized document repositories with proper version control

• Ensure policies, templates, and procedures are updated and stored correctly

• Support preparation of monthly CEO and Board reporting packs

• Ensure accuracy and consistency across all governance documents

4. Administrative & Coordination Support

• Manage client/matter documentation and engagement records

• Ensure proper organization of internal and external files

• Coordinate with internal teams to ensure smooth information flow

• Support general executive and administrative tasks

5. Confidentiality & Professionalism

• Handle highly sensitive information with strict confidentiality

• Maintain high levels of professionalism in all interactions

• Ensure accuracy, discipline, and reliability in execution

Requirements

• 2–5 years of experience in Executive Assistant / Secretariat / Governance roles

• Banking or financial services background is strongly preferred

• Experience in legal or professional services is an advantage

• Strong English communication skills (written & spoken)

• Advanced Microsoft Office skills (Word, Excel, PowerPoint)

• High attention to detail and strong documentation discipline

• Ability to work in a structured and fast-paced environment