Role Overview
We are looking for a dynamic and highly organised Secretary to provide comprehensive support to the CEO. This role requires outstanding time management, communication skills, and the ability to handle complex, multi-stakeholder coordination. The Secretary will manage executive calendars, correspondence, travel, and internal operations while ensuring seamless communication and workflow efficiency across departments. The candidate must demonstrate discretion, reliability, and a strong sense of ownership in executing sensitive and business-critical tasks.
Key Responsibilities (KRAs)
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Calendar & Schedule Management
- Own and optimise the CEOās calendar
- Coordinate across teams and stakeholders to schedule internal and external meetings
- Prevent scheduling conflicts and ensure adequate prep time between commitments
ā Communication & Correspondence
Draft, proofread, and dispatch professional emails, letters, memos, and reports on behalf of the CEOReview incoming messages, prioritise urgent matters, and ensure prompt responseUphold professional tone in all written and verbal communicationsš Meeting & Travel Coordination
Arrange detailed domestic and international travel itineraries, bookings, and logisticsPrepare agendas, briefing documents, and post-meeting summariesAnticipate and resolve last-minute changes or travel contingenciesš Document Preparation & Reporting
Create and format presentations, reports, board packs, and briefing materialsCompile accurate data from relevant teams and ensure error-free documentationEnsure all documents are delivered ahead of deadlines and in a professional formatš¤ Stakeholder Liaison & Follow-Up
Serve as the primary point of contact for internal departments and external partnersMonitor pending tasks, track action items, and send timely reminders to stakeholdersš Confidentiality & Record-Keeping
Manage sensitive business information and maintain discretion in all communicationsMaintain well-organised filing systemsāboth physical and digitalāwith secure access controlsš Project Support & Process Improvement
Support the CEO in the execution of strategic initiatives by coordinating cross-functional teamsTrack key project milestones and recommend productivity or automation toolsIdentify and implement workflow enhancements to improve turnaround time and reduce manual effortš„ Event & Relationship Management
Plan and coordinate small-scale events, off-sites, leadership briefings, or partner meetingsHandle logistics, guest communication, hospitality, and event follow-up to ensure a seamless experienceRequired Skills & Competencies
Proven experience supporting C-level executives in a fast-paced environmentExcellent verbal and written communication skillsHigh proficiency in MS Office Suite, Google Workspace, and calendar / travel toolsMeticulous attention to detail with strong documentation and formatting skillsAbility to manage multiple priorities and tasks under tight deadlinesStrong interpersonal and stakeholder management skillsExperience in process automation, using tools such as Notion, Trello, Zapier, or similar is a plusHigh level of discretion, integrity, and professionalismEducational Qualification
Bachelor's degree in Business Administration, Communications, English, or a related fieldExecutive Assistant certification or formal project management exposure is an added advantage