Executive Secretary to CEO

(Hiring for one of our clients)

We are hiring an Executive Secretary to the CEO on behalf of one of our clients operating in a regulated corporate environment. The role provides high-level administrative and secretarial support to the CEO, Corporate Secretary, and Senior Management, ensuring effective coordination, documentation, and communication within and outside the organization.

The position requires a high degree of professionalism, discretion, and organizational capability, with responsibility for handling confidential information, managing official correspondence, maintaining company records, supporting corporate governance processes, and facilitating regulatory and executive-level responsibilities.

Key Responsibilities1. Reception & Communication Management

• Act as the first point of contact for visitors, clients, and business partners.
• Manage internal and external communications, including PABX calls, emails, and official correspondence.
• Schedule and coordinate appointments, meetings, and events with internal and external stakeholders.
• Assist in drafting and issuing press releases for print and digital media.
• Coordinate honorarium payments, guest expenses, and event logistics in line with company procedures.
• Ensure professional communication standards and corporate etiquette at all times.

2. Office Management & Record Maintenance

• Maintain inventory of office stationery and supplies and ensure timely replenishment.
• Manage cash advances and reimbursements in coordination with the Accounts Department.
• Maintain structured physical and digital filing systems for efficient document retrieval.
• Maintain and update the CEO’s leave and calendar records.
• Ensure continuity of administrative support during the absence of key personnel.

3. Confidential Document Management

• Ensure safe custody of company agreements, contracts, and confidential documents.
• Maintain and periodically update KYC documentation for company officials.
• Retrieve documents promptly upon request by management or auditors.
• Support digitization of historical records including board minutes, contracts, and correspondence.
• Organize and maintain digital archives for meetings, compliance, and governance documentation.

4. Corporate Governance Support

• Assist the Corporate Secretary in preparing agendas, board notes, and minutes for Audit Committee, RMCB, Board Meetings, AGM, EGM, and IO Conferences using Board PAC meeting solutions.
• Coordinate follow-ups on board resolutions, committee decisions, and compliance actions.

5. External Coordination & Liaison

• Coordinate with chambers of commerce, business councils, legal firms, and other institutions for corporate and social engagements.
• Manage renewals of corporate memberships, sponsorships, and related payments.
• Liaise with Corporate Office and Branch Offices to streamline administrative communication.
• Support planning and coordination of official events and external representations.

6. Regulatory & Statutory Liaison

• Liaise with regulatory and statutory authorities regarding updates to directors’ records and official filings.
• Coordinate notarization, attestation, and legalization of company documents with ministries, embassies, and regulatory bodies.
• Work closely with legal advisors and notarization offices to ensure timely documentation.
• Maintain updated records of statutory filings, regulatory communications, and legal correspondence.

7. Training & Development Coordination

• Coordinate employee training and development programs with recognized institutes.
• Manage registrations, approvals, scheduling, and payments for training programs.
• Maintain training records, completion reports, and CPD documentation for inspection purposes.
• Assist in identifying training needs aligned with organizational competency requirements.

Skills & Competencies

• Strong organizational and multitasking skills with high attention to detail.
• Excellent written and verbal communication abilities.
• High level of professionalism and discretion in handling confidential matters.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and document management systems.
• Good understanding of corporate governance procedures and board coordination.
• Ability to interact effectively with senior executives, regulators, and external stakeholders.

Qualifications & Experience

• Education: Bachelor’s or Master’s degree in Business Administration or a related field.
• Experience: Minimum 5–7 years of experience in executive secretarial or corporate office administration roles.
• Preferred: Experience in corporate governance support, legal coordination, or working in a regulated industry such as insurance, banking, or finance.

Job Type: Full-time