Job Purpose
The Executive Secretary provides high-level, strategic secretarial and administrative support to the Corporate Office, enabling the effective management of executive priorities, stakeholder engagements, and organisational governance. The role requires exceptional discretion, executive maturity, and the ability to operate within a complex, fast-paced, and matrix environment while supporting enterprise-level decision-making.
Key Responsibilities
1. Executive Office & Strategic Support
- Provide comprehensive and proactive secretarial support to the Corporate Office, including managing a highly complex and dynamic calendar.
- Anticipate priorities and align schedules to support strategic objectives and critical business decisions.
- Prepare, review, and quality-check correspondence, presentations, board papers, and executive briefings to the highest standard.
- Act as a trusted gatekeeper to the Corporate office, exercising sound judgment in prioritising requests and managing access.
- Handle highly sensitive and confidential matters with professionalism, integrity, and discretion.
2. Stakeholder & Communication Management
- Serve as a key liaison between the Corporate office and internal/external stakeholders, including senior management, board members, regulators, partners, and clients.
- Facilitate clear and efficient communication flow between the Corporate office and business units.
- Manage and coordinate high-level engagements, including leadership meetings, town halls, and external events.
4. Office & Priority Management
- Monitor deadlines, key deliverables, and commitments arising from executive meetings and correspondence.
- Ensure timely follow-up and coordination across multiple stakeholders to drive execution.
- Identify and implement improvements to administrative processes to enhance efficiency and effectiveness.
5. Travel & Engagement Planning
- Coordinate complex international and local travel arrangements, including itineraries, logistics, and briefing materials.
- Support preparation for external engagements, conferences, and key organisational events.
6. Project & Ad-hoc Support
- Provide administrative and coordination support for CEO-led strategic initiatives and cross-functional projects.
- Assist in preparing executive communications, presentations, and corporate announcements.
Key Requirements & Qualifications
- Diploma or Bachelor's degree in Business Administration, Management, or a related discipline.
- Minimum 8–10 years experience in a senior executive secretary or executive assistant role, preferably supporting CEO/C-suite leadership.
- Experience supporting board-level administration and governance processes is highly preferred.
- Strong organisational, planning, and time-management skills with meticulous attention to detail.
- Excellent written and verbal communication skills.
- High level of integrity, confidentiality, and professionalism.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools.
- Ability to manage multiple priorities independently in a fast-paced environment.
Key Competencies
- Executive maturity and presence
- Strong judgment and confidentiality
- Stakeholder and relationship management
- High accountability and follow-through
- Ability to navigate complex, multi-stakeholder environments
- Proactive and solution-oriented mindset
