A Executive Secretary provides high-level administrative support, managing complex schedules, facilitating communication, preparing documents (reports, presentations, minutes), coordinating travel, handling confidential information with discretion, and ensuring smooth office operations to boost the executive’s efficiency and the organization’s overall productivity. This role requires excellent organizational, time management, communication, and interpersonal skills, acting as a key liaison between the executive, staff, clients, and external partners.

Key Responsibilities & Duties:

Personal Planning

• Develop yearly, quarterly and monthly activity plans and upload them on time.
• Prepare monthly activity report in the last week of every month before salary is effected.

Planning

• Plan for undertaking effective administrative support to the Executive Director
• Plan for managing different organizational databases.
• Executive Assistance
• Provide day-to-day administrative Support.
• Accurately document minutes from Senior Management Team (SMT), board, and other meetings.
• Track action items from various meetings, ensuring they are completed on time and following up with relevant stakeholders.
• Safeguard confidential executive communications, reports, and other sensitive documents, ensuring they are handled with discretion and in compliance with privacy regulations.
• Handle incoming and outgoing communication.
• Follow up Executive Director’s Office Tidiness and supplies
• Handle Petty Cash for the Executive Director Office

Capacity Building

• Actively engage in self-capacity-building initiatives.
• Pursue pre-requisite certifications mandated by the organization to support ongoing professional development and organizational transformation.

Other Responsibilities

• Represent the organization in various events.
• Carry out any additional tasks assigned by Executive Director.

• Minimum 3 years of experience in similar position
• BA degree in Degree in Secretarial Science, Office Administration, Management, or related fields
• Strong analytical and problem-solving skills.
• Ability to work independently and manage multiple priorities in a dynamic environment.
• NGO experience is preferable
• Fluency in English language
• Fast Typing Skill