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.
