The Executive Secretary Associate is responsible for accurately recording, documenting, organizing, and maintaining minutes of meetings and official records for the President/CEO. The role ensures that all discussions, decisions, action items, and directives from management meetings are properly captured, distributed, and archived in a timely and confidential manner.

Job Description:

Meeting Documentation & Minutes

Attend executive, management, and operational meetings as required by the President/CEO.
Accurately record meeting discussions, decisions, action plans, and directives.
Prepare clear, concise, and professional Minutes of the Meeting (MOM).
Ensure minutes are finalized and distributed within the required turnaround time.
Maintain organized and confidential records of all meeting documents and files.

Coordination & Follow-Through

Coordinate with department heads, supervisors, and managers for submission of updates related to action items.
Track and monitor status of agreed action plans from meetings
Prepare summaries and progress updates for the President/CEO when needed.

Documentation Management

Maintain an organized filing system for executive reports, presentations, and meeting records.
Ensure proper version control and confidentiality of executive documents.
Assist in preparing meeting agendas, attendance sheets, and presentation materials when required.

KEY PERFORMANCE INDICATORS (KPIs)

Confidentiality & Professionalism
Attention to detail
Time Management
Active Listening
Organization Skills
Communication Skills
Accuracy in Documentation

Qualifications:

Bachelor's Degree in Business Administration, Office Administration, Human Resources, Communication, or related field.
At least 1-2 years experience in executive support, documentation, or administrative functions.
Excellent written and verbal communication skills.
Strong note-taking and documentation skills
Highly organized and detail-oriented.
Able to handle confidential and sensitive information professionally.
Proficient in Microsoft Office (Word, Excel, Powerpoint) and Google Workspace.
Can work under pressure and meet deadlines.