Job Description:

The Executive Secretary will be reporting directly to the Group Chief Finance Officer (GCFO), and is instrumental in ensuring the efficient operation of the executive office. Responsibilities include managing the GCFO’s schedule, coordinating meetings and travel arrangements, and providing high-level administrative support to optimize productivity. Additionally, they will serve as a key liaison between the GCFO and internal/external stakeholders, handling communication and correspondence with professionalism and confidentiality.

Responsibilities

• Manage the GCFO’s calendar, appointments, and travel arrangements, assess the priority of appointments, and reallocate as necessary.
• Typing, compiling, and preparing reports/papers for submissions, preparing presentation materials, and taking meeting minutes where required.
• Organize and manage filing both physically and through the document management system.
• Process the GCFO’s correspondence, ensuring that incoming correspondence is dealt with efficiently and professionally.
• Maintain records of contact, screen calls, inquiries, and requests, dealing with them appropriately and professionally.
• Assist in following up for matters/action items which fall within the GCFO’s responsibility.
• Booking and arranging travel, transport, and accommodation.
• Disseminating memos, reports, and other information to relevant colleagues in a timely manner.
• Any other duties as may reasonably be required by the GCFO.

Requirements

• Minimum of 5-10 years of experience as an Executive Secretary or similar role, preferably reporting to C-level executives.
• Proven track record of providing administrative support in a fast-paced corporate environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
• Strong communication skills, both verbal and written, with a professional demeanour.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and confidentiality when handling sensitive information and communication.
• Ability to work independently with minimal supervision and as part of a team when necessary.
• Bachelor’s degree or equivalent qualification preferred.