JOB SUMMARY

The Executive Secretary is responsible for providing high-level administrative and secretarial support to senior management and ensuring the efficient coordination of executive office operations. The role supports scheduling, correspondence management, meeting coordination, document control, communication flow, office administration, and executive support functions while maintaining confidentiality and professionalism at all times.

KEY RESPONSIBILITIES:
Executive Support & Office Coordination:

• Manage executive calendars, schedules, appointments, and meetings.
• Coordinate and arrange internal and external meetings, workshops, and official events.
• Prepare meeting agendas, presentations, briefing materials, and supporting documents.
• Attend meetings when required and prepare accurate minutes and follow-up action points.
• Coordinate travel arrangements, accommodation bookings, and travel documentation.
• Ensure timely follow-up on executive decisions and assigned action items.
• Maintain effective communication between senior management and internal or external stakeholders.
• Support the smooth operation of the executive office and administrative functions.

Correspondence & Document Management:

• Draft, review, format, and process official correspondence, letters, memoranda, and reports.
• Manage incoming and outgoing communications, including emails, letters, and official documents.
• Maintain document filing systems, records, and archives in both physical and electronic formats.
• Ensure proper document control, version management, and confidentiality of sensitive information.
• Coordinate document circulation, approvals, and signatures as required.
• Maintain and update databases, records, and administrative tracking systems.

Administrative Operations:

• Monitor office supplies and coordinate procurement requests for administrative needs.
• Coordinate logistics for meetings, events, and official visits.
• Support the preparation of periodic administrative and operational reports.
• Assist in organizing organizational activities, conferences, and special projects.
• Coordinate with internal departments to facilitate communication and workflow efficiency.
• Ensure compliance with organizational policies, procedures, and administrative regulations.

Communication & Stakeholder Relations:

• Serve as a primary point of contact for executive office communications.
• Receive and respond to inquiries from internal and external stakeholders in a professional manner.
• Coordinate appointments and communications with partners, donors, government entities, and other stakeholders as required.
• Facilitate the flow of information between management and employees.
• Support the preparation of official announcements, notices, and communications.

Records, Reporting & Confidentiality:

• Maintain confidential records, reports, and executive documents.
• Prepare periodic reports on administrative activities and office performance indicators.
• Track deadlines, commitments, and important organizational events.
• Ensure the security and confidentiality of organizational information and executive records.
• Support audits, reviews, and administrative assessments when required.