Executive Secretary to the Group CEO
Reports To
Group Chief Executive Officer (CEO)
Job Summary
The Executive Secretary to the Group CEO provides high-level administrative, organizational, and strategic support to the Group CEO. The role requires exceptional professionalism, discretion, and efficiency, acting as a key liaison between the CEO, executive leadership, board members, and external stakeholders. The Executive Secretary ensures smooth day-to-day operations of the CEO's office and supports effective decision-making across the Group.
Key Responsibilities
Executive & Administrative Support
- Manage the Group CEO's calendar, appointments, travel arrangements, and meeting schedules
- Screen, prioritize, and handle correspondence (emails, calls, letters) on behalf of the CEO
- Prepare, review, and format reports, presentations, briefing notes, and executive documents
- Ensure timely follow-up on action items arising from meetings and executive decisions
Meeting & Board Support
- Organize executive meetings, board meetings, and committee sessions
- Prepare agendas, meeting packs, and presentations
- Take accurate minutes and track resolutions and action points
- Coordinate communication between the CEO, Board of Directors, and senior management
Communication & Liaison
- Act as a central point of contact between the CEO and internal/external stakeholders
- Manage confidential and sensitive information with absolute discretion
- Draft professional correspondence and communications on behalf of the CEO
- Coordinate with group companies, subsidiaries, and functional heads
Strategic & Operational Support
- Assist the CEO in monitoring key strategic initiatives and deadlines
- Support special projects, research, and analysis as assigned
- Track performance reports and executive dashboards when required
- Help ensure alignment of CEO priorities across the Group
Office & Process Management
- Maintain organized electronic and physical filing systems
- Improve administrative processes for efficiency and accuracy
- Ensure compliance with company policies and governance requirements
Qualifications & Experience
- Bachelor's degree in Business Administration, Management, or a related field
- Minimum 510 years of experience as an Executive Secretary, Executive Assistant, or similar role supporting senior executives
- Experience supporting a Group CEO, Managing Director, or Board-level executive is highly preferred
Skills & Competencies
- Exceptional organizational and time-management skills
- Strong written and verbal communication skills
- High level of confidentiality, integrity, and professionalism
- Ability to multitask and work under pressure with minimal supervision
- Strong attention to detail and problem-solving skills
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools
Personal Attributes
- Proactive, reliable, and highly discreet
- Calm, confident, and diplomatic
- Strong interpersonal skills and executive presence
- Flexible and adaptable to changing priorities
Working Conditions
- Full-time position
- May require extended hours to support executive schedules
- Occasional local or international travel may be required
