Executive Secretary
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Key skills for this role
About the Role
SSCL is seeking an Executive Secretary to provide high-level administrative support to senior executives. Responsibilities include managing calendars, drafting correspondence, coordinating travel, and maintaining confidential records.
Key Skills for This Role
Responsibilities
- Manage executive calendars, schedule meetings, and coordinate appointments
- Draft, review, and prepare correspondence, reports, and official documentation
- Handle incoming and outgoing communications (emails, calls, letters) with professionalism and confidentiality
- Organize and maintain accurate filing systems for confidential and business records
- Coordinate travel arrangements, itineraries, and logistics for executive leadership
- Assist in the preparation of board meetings, presentations, and briefing materials
- Track deadlines, follow up on pending tasks, and ensure timely execution of executive priorities
- Liaise with internal departments and external stakeholders to facilitate smooth communication
- Support in reviewing contracts, agreements, and other executive documents as required
- Maintain confidentiality and ensure compliance with company policies in handling sensitive information
- Identify opportunities for process improvement in executive support and implement efficient solutions
- Perform any additional duties or tasks assigned by the direct supervisor
Requirements
- Bachelor’s degree in Business Administration, Office Management, or related field
- 3–5 years of experience as an Executive Secretary, Administrative Officer, or senior secretarial role
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- Ability to manage sensitive information with discretion and confidentiality
Full Job Posting
Job Purpose
- Provide high level administrative and secretarial support to senior executives by managing communications, schedules, documentation, and confidential information. Ensure smooth coordination of executive activities and contribute to the efficiency of organizational operations.
Key Responsibilities
- Manage executive calendars, schedule meetings, and coordinate appointments.
- Draft, review, and prepare correspondence, reports, and official documentation.
- Handle incoming and outgoing communications (emails, calls, letters) with professionalism and confidentiality.
- Organize and maintain accurate filing systems for confidential and business records.
- Coordinate travel arrangements, itineraries, and logistics for executive leadership.
- Assist in the preparation of board meetings, presentations, and briefing materials.
- Track deadlines, follow up on pending tasks, and ensure timely execution of executive priorities.
- Liaise with internal departments and external stakeholders to facilitate smooth communication.
- Support in reviewing contracts, agreements, and other executive documents as required.
- Maintain confidentiality and ensure compliance with company policies in handling sensitive information.
- Identify opportunities for process improvement in executive support and implement efficient solutions.
- Ensure alignment of individual and team efforts with the organization's strategic goals, fostering a culture of collaboration, accountability, and continuous improvement to achieve desired outcomes.
Education & Experience
- Minimum Qualifications: Bachelor’s degree in business administration, Office Management, or a related field.
- Diploma holders with extensive relevant experience may be considered.
- Minimum Experience: 3–5 years of experience as an Executive Secretary, Administrative Officer, or in a senior secretarial role.
- Professional Technical Certificate: Certification in Office Management, Executive Assistance, or related field preferred.
Key Skills
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to manage sensitive information with discretion and confidentiality.
- Strong interpersonal skills for stakeholder management.
- Detail oriented with high accuracy in documentation and reporting.
- Problem solving and multitasking abilities under pressure.
- Professional demeanor and presentation skills.
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