Executive Secretary

Job Purpose:

The Executive Secretary is responsible for the organization and running of daily administrative tasks for the CEO office. In addition to this, the Executive Secretary oversees the smooth operation of the offices day to day activities which includes, but is not limited to, the organizing and planning of office events/conferences, scheduling and booking meetings, contributing to administrative process improvements, report preparation, documentation and providing support where required across the organization.

Core Responsibilities:

• Handles all requests made by the CEO for any administrative related tasks
• Acts as the focal point for CEO office to other parties within the organization and well as external parties on CEO Office administration activities
• Prepares communication documents, memos and reports as and when required/instructed by the CEO
• Manages the CEO’s schedule, calendar and appointments
• Works closely with the all other Departments to ensure that all tasks assigned by the CEO are completed timely
• Establishes and monitors procedure for record keeping, ensuring filing systems are maintained and up to date
• Ensures security, integrity and confidentiality of data whilst information handling
• Archives all documentation in document management system to ensure accuracy of record keeping
• Raises purchasing requests on behalf of the CEO Office as well as follows up for the delivery of these as and when needed
• Provides support to the CEO on any other tasks and activities that are requested by him
• Follow-up and data analysis
• Manage office supplies inventory and place orders as necessary
• Receive and forward incoming and outgoing mail, execute related tasks, and follow up on their implementation with internal departments and clients.
• Manage and follow up on the implementation of indicators in the CEO's office with relevant departments.
• Organize meetings, prepare minutes of meeting related to the CEO, and facilitate the attendance of stakeholders.

Qualification & Requirements:

• Diploma in Business Administration, Office Management or a related field.
• Minimum of 5 years of proven experience in a secretarial role.