There is a new career opportunity at Virtual InfoSec Africa Limited. The reputable firm is seeking an Executive Secretary to support the daily job duties of their CEO.
ROLE DEFINITION
The Executive Secretary, plays a crucial role in maintaining effective communication and coordination between the executives, management, and various stakeholders. Exceptional organizational skills, attention to detail, and ability to handle confidential information will be essential in this role.
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JOB PURPOSE
The Executive Secretary/ Internal Control is responsible for supporting the daily job duties of the Chief Executive Officer, in the overall administration of all aspects of the company. He/She is responsible for managing the day-to-day operations, overseeing other officials, and handling any tasks that may be assigned by the Chief Executive Officer.
KEY RESPONSIBILITIES / ACCOUNTABILITIES
- Manage and maintain executive schedules, appointments, and travel arrangements.
- Coordinate and prepare for meetings, including compiling agendas, taking minutes, and distributing relevant documents.
- Handle all incoming and outgoing correspondence, emails, and phone calls on behalf of the executives.
- Draft, edit, and proofread correspondence, reports, presentations, and other documents.
- Organize and maintain files, records, and confidential information.
- Conduct research and compile data to support decision-making processes.
- Assist with the preparation and follow-up of executive meetings, including tracking action items and deadlines.
- Coordinate and prioritize multiple projects simultaneously, ensuring timely completion.
- Liaise with internal departments, external stakeholders, and clients to facilitate effective communication.
- Handle special projects and assignments as assigned by the executives.
Reporting and Communication
- Prepare and present regular reports to CEO/Director in charge.
- Communicate effectively with the CEO/ Director in charge.
Compliance
EXECUTIVE SECRETARY ROLE
- Ensure compliance with all applicable Company and/or Group policies and procedures.
- Ensure correct authorization is obtained and processes followed when required by the Company and /or Group policies and procedures.
- Ensure compliance with legal and regulatory requirements
- Ensure that own performance, HR and T&C records are up to date and meet the Company and/or Group’s requirements
- Maintain accurate records and deal with correspondence appropriately
- Ensure compliance with Anti-Bribery and Corruption policy and procedures
- Representing the Company
- Any other reasonable duties, as required
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SKILLS AND QUALIFICATIONS
- Bachelor’s degree in Business Administration or a related field is preferred.
- Proven experience as an Executive Secretary, Executive Assistant, or similar role.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong written and verbal communication skills, with keen attention to detail.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Demonstrated ability to handle confidential information with discretion and professionalism.
- Exceptional interpersonal skills, with the ability to build positive relationships at all levels.
- Proactive and resourceful problem-solving skills.
- High level of professionalism, integrity, and ethical conduct.
