We are seeking a highly organized, proactive, and discreet Secretary to support the CEO in managing day-to-day operations, communication, and critical priorities. This role requires someone who can operate independently, stay ahead of schedules and tasks, and create structure and efficiency in a fast-paced environment. A key part of this role will be preparing and maintaining MIS reports for management review and decision-making.

Key Responsibilities

1. Calendar & Day-to-Day Management

* **Independently manage and optimise the CEO’s calendar, ensuring effective prioritisation of meetings, reviews, travel and strategic work time.**

* Schedule and coordinate internal and external meetings, reviews, and travel time.

* Build strategic buffers for preparation, travel, and follow-ups.

* Coordinate across departments to avoid conflicts and ensure meetings are purposeful and well-structured.

2. Communication & Correspondence

* Act as the primary point of contact for communication to and from the CEO’s office.

* Draft, review, and proofread emails, letters, reports, and presentations on behalf of the CEO.

* Prioritize incoming communication – identify what is urgent, what can wait, and what requires scheduled follow-up.

* Maintain professional and timely responses to internal and external stakeholders.

3. MIS Reporting & Documentation

* Prepare, update, and maintain regular MIS (Management Information System) reports for the CEO and leadership team.

* Consolidate data from multiple departments to create clear dashboards, trackers, and summary reports.

* Track key metrics, action items, deadlines, and project statuses, highlighting variances and risks.

* Support management reviews by providing accurate, timely, and well-presented reports (Excel, PowerPoint, Google Sheets, etc.).

* Maintain organized digital and physical records for quick retrieval and audit readiness.

4. Travel, Meetings & Board Support

* Plan and book complex, multi-city travel itineraries including flights, hotels, local transport, and meeting schedules.

* Prepare meeting agendas, briefing notes, and supporting documents ahead of key meetings.

* Assist in preparation of board decks, review presentations, and other management reports.

* Record minutes of meetings where required and follow up on agreed action points.

5. Coordination & Follow-Up

* Track action items across multiple projects and ensure timely follow-through.

* Liaise with internal teams and external partners to ensure commitments are met.

* Anticipate potential bottlenecks or issues and flag them early with possible solutions.

* Support the CEO in managing competing priorities and re-aligning schedules as needed.

6. Confidentiality, Governance & Professionalism

* Handle sensitive and confidential information with the highest level of discretion and integrity.

* Maintain structured filing systems (digital and physical) for easy access, security, and confidentiality.

* Build and maintain strong working relationships with senior stakeholders, clients, and partners.

* Represent the CEO’s office with professionalism, responsiveness, and reliability at all times.

Required Qualifications & Experience

* Bachelor’s degree in Business, Communications, or a related field.

* 5+ years of experience as a Secretary / Executive Assistant supporting C-level or senior leadership in a fast-paced environment.

* Executive Assistant/Secretarial certification is an added advantage.

Skills & Competencies

* **Organization & Planning:** Hyper-organized with strong time management skills; able to manage multiple priorities without dropping details.

* **Communication:** Excellent written and verbal communication skills; strong drafting, proofreading, and presentation capabilities.

* **MIS & Analytical Skills:**

* Advanced skills in MS Excel and Google Sheets for reporting, MIS, and dashboards.

* Ability to analyze data, identify trends, and present insights clearly.

* **Tech Savvy:**

* Proficient in MS Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Slides, Calendar).

* Comfortable using productivity and collaboration tools.

* Bonus: Exposure to tools like Notion, Zapier, and other workflow/automation tools.

* **Execution Under Pressure:** Calm, composed, and solution-oriented when working with tight deadlines and last-minute changes.

* **Detail Orientation:** Strong attention to detail in documentation, scheduling, reporting, and follow-ups.

* **Discretion & Integrity:** High level of professionalism and trustworthiness in handling confidential information.

* **Proactive Mindset:** Anticipates needs, identifies risks early, and brings ideas to improve workflows and efficiency.