AVP-Executive Secretary

Role Purpose

Role Purpose

• Provide Comprehensive Executive and Administrative Support, ensure seamless operations of the executive office (e.g., DCXO / CXO) by managing calendars, travel, correspondence, and confidential documents with high accuracy and professionalism.
• Drive Operational Efficiency Through Process Management, organize workflows, maintain records, coordinate resources, and support the implementation of modern office tools and systems that enhance productivity and reduce bottlenecks.
• Facilitate Strategic Communication and Information Flow serve as a central point for internal and external communications, ensuring timely response handling, escalation, and professional interaction with stakeholders.
• Ensure Quality Documentation and Reporting, prepare high-quality documents, meeting minutes, reports, and executive presentations that support effective decision-making and leadership visibility.
• Support Team Collaboration and Continuity, actively contribute to team tasks, provide backup support during staff absences, and ensure continuity of critical activities through coordinated teamwork.
• Monitor Resources and Support Project/Financial Tracking, Track project milestones, office supplies, expenses, and assist in bookkeeping to ensure efficient resource utilization and accurate reporting.

Job Description

Daily Task

-    Oversee and produce high-quality documents and presentations by transcribing, formatting, editing, and transmitting text, data, and visuals.
-    Coordinate administrative tasks by organizing workflows, routing correspondence, collecting data, and managing internal and external communications.
-    Manage departmental calendars by scheduling meetings, teleconferences, and travel to ensure optimal time management and resource use.
-    Act as the first point of contact for internal and external stakeholders, addressing or escalating inquiries received in person, via phone, or email.
-    Monitor and manage office supply inventory by tracking usage, forecasting needs, placing orders, and confirming deliveries.
-    Ensure smooth functioning of office equipment by coordinating maintenance and adhering to operational guidelines.
-    Maintain organized filing and documentation systems to enable easy retrieval of historical records and references.

Team Collaboration

• Execute and achieve functional goals given by managers, break down assigned goals into actionable steps, monitor progress, and align execution with team or department priorities.Work co-operatively with other team members to accomplish delegated tasks assigned by managers
• Work co-operatively with other team members to accomplish delegated tasks assigned by managers, Collaborate effectively with peers by sharing progress, aligning timelines, and resolving task-level blockers.
• Provide support, when appropriate, for the team in cases of absence or unavailability, Step in to assist or temporarily take over critical responsibilities to maintain workstream continuity

-Job Description

Office Administration

• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences, etc.
• Coordinate complex calendars, proactively resolve scheduling conflicts, and ensure alignment with strategic priorities.
• Attend meetings and keep minutes Document key discussions, decisions, and action items during high-level meetings and ensure timely distribution to relevant stakeholders.
• Receive and screen phone calls and redirect them when appropriate, act as gatekeeper by assessing urgency and importance of incoming calls, redirecting appropriately and professionally.
• Handle and prioritize all outgoing or incoming correspondence (emails, letters, packages, etc.), Sort, escalate, and track correspondence while ensuring timely and professional communication handling.
• Make travel arrangements for executives, Plan and book complex travel itineraries, accommodation, and logistical needs while aligning with policies and preferences.
• Handle confidential documents ensuring they remain secure, Apply information security practices and exercise discretion in managing sensitive and high-level documents.
• Prepare invoices or financial statements and provide assistance in bookkeeping, Support finance tasks through accurate data input, basic reconciliation, and document preparation.
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders, Track inventory, evaluate vendor performance, and coordinate orders to balance cost and availability.
• Maintain electronic and paper records ensuring information is organized and easily accessible, Implement structured filing systems and ensure all records are updated and retrievable.
• Conduct research and prepare presentations or reports for DCXO
  Gather data, synthesize insights, and present findings in clear formats to support executive decision-making.
• Manage deck report compilation in office of DCXO, Coordinate input gathering across departments, ensure data accuracy, and compile visually aligned executive reports.
• Ensure all assigned administrative duties are carried out timely and efficiently, Apply proactive planning, task tracking, and escalation protocols to meet all deadlines without compromising quality.

Office management

• Maintain documents filings (electronically/hard copy) and Director’s office systems.
• Distribute incoming letters & documents to high level management.
• Managing outgoing correspondence.
• Responsible for developing and implementing new administration systems, such as record management in area of Directors.
• Try to find what is the modern office needs / looks like especially for DCXO / CXO office. Ie Conference Bridge facility. Work with GA / IT for that matter.
• Schedule regular meetings and record decisions.
• Order resources, like equipment and software.
• Retrieve necessary information (e.g. user/client requirements and relevant case studies)
• Track expenses
• Monitoring project progress and address potential issues.

Qualification

• Good personal communication skill
• Able to communicate in English (Read, Written and Oral)
• Able to work independently as well as a team
• Able to work in tight schedule implementations
• Work well under pressure
• Have a good analytical skills

Experience:

• Have a good knowledge and skills  of administrative writing
• Have a good knowledge of  Reporting skills
• Have a good knowledge of Supply management
• Able to manage  the team schedule
• Have a good knowledge of MS Office skills
• Able to maintain the confidentiality
• Able to manage travel logistics

Skills:

Minimum 2 years of working experience in General Administrator function