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
- Executive Office & Confidential Administration
- Provide professional secretarial and administrative support to the Executive Chairman.
- Handle confidential and sensitive information with discretion, including personal matters related to the Executive Chairman.
- Draft, review, and issue official correspondence, letters, memos, and confidential reports.
- Manage the Executive Chairman’s calendar, appointments, meetings, and travel arrangements.
- Process and respond to emails, calls, and correspondence on behalf of the Executive Chairman as directed.
- 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
