Executive Secretary

Reports To: General Manager

Role and Responsibilities:

We are seeking a highly organised, meticulous and proactive Legal Secretary to provide comprehensive legal, governance and executive administrative support to the General Manager and senior leadership team.

The incumbent will oversee contract administration, regulatory compliance, governance documentation, and executive secretarial functions to ensure operational efficiency and compliance with applicable laws, internal policies and corporate governance standards.

Job Responsibilities:

Legal & Governance Functions

1. Assist in drafting documentation relating to disciplinary proceedings, contracts, and agreements.

2. Review and draft amendments to the Club Constitution and By-Laws.

3. Provide support and advice on legal and regulatory matters.

4. Review, draft, and coordinate contract-related documentation for Management and departments.

5. Liaise with external lawyers on litigation and other legal matters when required.

6. Conduct legal and regulatory research monitor and update Management on relevant legislative developments.

7. Ensure proper compilation and maintenance of legal records and documentation.

Executive & Administrative Support

8. Provide high-level administrative and confidential support to the General Manager and senior leadership team.

9. Calendar Management - Manage and prioritise the General Manager's calendar, appointments and meeting schedules.

10. Call Screening - Screen and manage incoming calls and correspondence.

11. Document Preparation - Draft and prepare various forms of correspondence, including presentations, agreements, letters, memos, reports, and invoices, ensuring accuracy and professionalism in all communications.

Meeting Coordination & Documentation

12. Organize and attend Management Committee meetings on behalf of the executives.

13. Take detailed meeting minutes and ensure all relevant actions are followed up on promptly.

14. Manage all aspects of meeting logistics, including sending out notices, preparing necessary documents, and distributing minutes to members.

15. Attend weekly, Head of Department (HOD), and ad hoc Management Committee meetings, providing necessary support and documentation as required.

Communication Management

16. Receive and review incoming communications on behalf of the senior staff. Prioritise messages, summarize key points, and ensure appropriate distribution to relevant parties.

17. Correspondence Handling - Manage incoming and outgoing correspondence with a focus on confidentiality and efficiency, ensuring timely responses and action.

Office Operations

18. Maintain accurate and organized records, ensuring a smooth flow of administrative tasks and documentation across the office.

19. Undertake various other administrative duties as assigned by management, contributing to the overall efficiency of the office.

Implementation of Directives

20. Execute the directions provided by the General Manager, ensuring all tasks are carried out in line with their expectations and timelines.

Relationship Management

21. Foster and maintain positive working relationships with the Management Committee members and the broader Management Team, ensuring smooth collaboration and communication.

Others:

22. Follow the workplace safety and health system, safe work procedures or safety rules implemented at the workplace

23. Not engage in any unsafe or negligent act that may endanger yourself or others working around you.

24. Use personal protective equipment provided to you to ensure your safety while working. You must not tamper with or misuse the equipment.

25. Any other duties as assigned by Management.

Qualifications and Education Requirements

• Degree or Diploma in Law, Paralegal Studies, Business Administration, Management or related discipline with minimum 3-8 years of relevant experience in legal, paralegal, contract administration, or executive secretarial roles.

• Meticulous team player with excellent time management and accuracy

• Experience in governance, constitution drafting or regulatory compliance will be advantageous.

• High level of discretion in handling confidential information.

• Excellent organisational and time management skills with the ability to prioritise effectively.

• Strong team player, results and service oriented, ability to deal with issues and challenges and provide practical solutions

• Good communication and interpersonal skills

• Proficient in Microsoft Office (Word, Excel, PowerPoint).

Benefits in joining SRC:

• Staff meal

• Birthday leave

• Holistic medical & insurance health benefits for staff

• Central location. Easy access to public transport

For further information, please visit us at

We regret that only shortlisted candidate will be notified.