Executive Secretary

Executive Secretary to the Group CEO

Reports To

Group Chief Executive Officer (CEO)

Job Summary

The Executive Secretary to the Group CEO provides high-level administrative, organizational, and strategic support to the Group CEO. The role requires exceptional professionalism, discretion, and efficiency, acting as a key liaison between the CEO, executive leadership, board members, and external stakeholders. The Executive Secretary ensures smooth day-to-day operations of the CEO’s office and supports effective decision-making across the Group.

Key Responsibilities

Executive & Administrative Support

• Manage the Group CEO’s calendar, appointments, travel arrangements, and meeting schedules
• Screen, prioritize, and handle correspondence (emails, calls, letters) on behalf of the CEO
• Prepare, review, and format reports, presentations, briefing notes, and executive documents
• Ensure timely follow-up on action items arising from meetings and executive decisions

Meeting & Board Support

• Organize executive meetings, board meetings, and committee sessions
• Prepare agendas, meeting packs, and presentations
• Take accurate minutes and track resolutions and action points
• Coordinate communication between the CEO, Board of Directors, and senior management

Communication & Liaison

• Act as a central point of contact between the CEO and internal/external stakeholders
• Manage confidential and sensitive information with absolute discretion
• Draft professional correspondence and communications on behalf of the CEO
• Coordinate with group companies, subsidiaries, and functional heads

Strategic & Operational Support

• Assist the CEO in monitoring key strategic initiatives and deadlines
• Support special projects, research, and analysis as assigned
• Track performance reports and executive dashboards when required
• Help ensure alignment of CEO priorities across the Group

Office & Process Management

• Maintain organized electronic and physical filing systems
• Improve administrative processes for efficiency and accuracy
• Ensure compliance with company policies and governance requirements

Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, or a related field
• Minimum 5–10 years of experience as an Executive Secretary, Executive Assistant, or similar role supporting senior executives
• Experience supporting a Group CEO, Managing Director, or Board-level executive is highly preferred

Skills & Competencies

• Exceptional organizational and time-management skills
• Strong written and verbal communication skills
• High level of confidentiality, integrity, and professionalism
• Ability to multitask and work under pressure with minimal supervision
• Strong attention to detail and problem-solving skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools

Personal Attributes

• Proactive, reliable, and highly discreet
• Calm, confident, and diplomatic
• Strong interpersonal skills and executive presence
• Flexible and adaptable to changing priorities

Working Conditions

• Full-time position
• May require extended hours to support executive schedules
• Occasional local or international travel may be required

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