Confidential Secretary to the Executive Chairman

Job Summary

The Confidential Secretary provides high-level secretarial and administrative support to the Executive Chairman. The role manages confidential communication, executive scheduling, documentation, and protocol arrangements while ensuring smooth coordination of executive activities and follow-through on directives. The position requires high discretion, professionalism, accuracy, and the ability to handle sensitive information and high-level engagements.

Key Responsibilities

1. Executive Office & Confidential Administration
2. Provide professional secretarial and administrative support to the Executive Chairman.
3. Handle confidential and sensitive information with discretion, including personal matters related to the Executive Chairman.
4. Draft, review, and issue official correspondence, letters, memos, and confidential reports.
5. Manage the Executive Chairman’s calendar, appointments, meetings, and travel arrangements.
6. Process and respond to emails, calls, and correspondence on behalf of the Executive Chairman as directed.
7. Maintain classified files, documents, and secure records in line with the document management policy, processes and procedures of the organisation.

• Meeting Management & Documentation
• Prepare agendas, meeting briefs, and required documentation.
• Prepare the Executive Chairman for every meeting, including but not limited to pre-meeting brief on all previous meeting on the subject, action items and discussion points.
• Ensure all meeting documents for presentation and discussion are duly processed on SAP, Outlook and other official platform for seamless meeting proceedings.
• Take and circulate minutes of meetings; capture resolutions, track execution and issue report to EC.
• Ensure meeting decisions are documented, signed off, and actions implemented with exceptions escalated on time.
• Maintain record of all meetings in voice, video, picture and text format as may be applicable for the meeting and store accordingly in line with personal data protection requirements.
• Represent the Executive Executive Chairman’s office in internal meetings when required.

• Executive Coordination & Follow-Up
• Coordinate internal and external executive engagements and official visits.
• Liaise with relevant departments and assist in disseminating directives from the Executive Chairman through approved protocol for internal communication.
• Track and report progress on assigned directives to ensure timely completion.
• Maintain effective communication flow between the Executive Chairman’s office and senior stakeholders.

• Stakeholder & Protocol Management
• Act as primary point of contact for the Executive Chairman’s interactions with executives, dignitaries, and partners.
• Handle meet-and-greet activities and ensure protocol compliance for high-profile visitors.
• Uphold professionalism and confidentiality in all engagements.

• Governance & Documentation Control
• Maintain effective filing, document tracking, and office records for the Executive Chairman’s office.
• Maintain awareness of organizational policies, procedures, and governance standards.
• Ensure proper document review, compliance checks and flag exceptions before facilitating document presentation to the Executive Chairman for approval
• Ensure that all presentations to the Executive Chairman are supported by relevant files, folders and historical brief to enable effective decision making.

Qualifications & Experience

• Bachelor’s degree in Secretarial Administration, Business Administration, or related field.
• Minimum 5–7 years’ experience in executive or high-level secretarial roles.
• Experience supporting senior leadership or executive offices is an advantage.
• Professional secretarial or administrative certification preferred.

Skills & Competencies

• Excellent written and verbal communication skills.
• High confidentiality, diplomacy, and ethical conduct.
• Strong organizational and time-management skills.
• Minute-taking and executive correspondence drafting skills.
• Proficiency in MS Office Suite and digital productivity tools (use of SAP or MIS is an advantage)
• Strong interpersonal skills and executive presence.
• Ability to multitask and manage sensitive situations effectively.
• Ability to work in a fast paced work environment.

Personal Attributes

• Highly discreet and trustworthy
• Proactive and detail-oriented
• Calm and composed under pressure
• Courteous, professional, and emotionally intelligent
• Strong sense of initiative and accountability