Executive Secretary

Key Responsibilities:

Executive & Administrative Support

• Manage and maintain the calendars, ensuring optimal prioritisation of meetings, appointments, and travel arrangements.
• Coordinate complex schedules across multiple stakeholders.
• Prepare meeting agendas, briefing materials, and follow-up actions for key engagements.
• Screen, prioritise, and manage incoming communications (emails, calls, correspondence).

Stakeholder & Communication Management

• Act as a primary point of contact between senior management and internal/external stakeholders, ensuring timely and professional communication.
• Liaise with senior management, Board members, regulators, and external partners as required.
• Coordinate logistics and documentation for Board, Exco, and senior management meetings.

Meeting & Governance Support

• Support preparation of high-quality presentation materials, reports, and briefing notes for leadership forums.
• Track key action items arising from meetings and ensure timely follow-up with relevant stakeholders.
• Maintain proper documentation and records in line with internal governance and audit requirements.

Travel & Event Coordination

• Manage end-to-end travel arrangements, including itineraries, accommodations, and expense claims.
• Coordinate internal and external events hosted or attended by senior leadership.
• Ensure seamless execution of official visits and high-level engagements.

Confidentiality & Information Management

• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Ensure compliance with internal policies, data protection, and information security requirements.

Process Coordination & Continuous Improvement

• Support process improvements to enhance efficiency in executive office operations.
• Work closely with HR, Finance, and other functions to facilitate administrative and operational needs.
• Assist in ad-hoc projects and special assignments.

Requirements:

• Bachelor's degree or equivalent qualification.
• Minimum 5–8 years of experience supporting senior executives (C-suite preferred).
• Prior experience in banking or financial services environment is advantageous.
• Stakeholder satisfaction and responsiveness
• Strong organisational and time management skills with the ability to handle multiple priorities.
• Excellent interpersonal and communication skills, with the ability to interact with senior stakeholders.
• High level of discretion and professionalism in handling confidential information.
• Strong attention to detail and problem-solving capabilities.
• Proficient in Microsoft Office (PowerPoint, Excel, Outlook) and digital collaboration tools.
• Proactive, resourceful, and adaptable in a fast-paced environment.
• Strong sense of ownership and accountability.
• Effective calendar management and prioritisation
• Able to anticipate needs and act with minimal supervision.