POSITION OVERVIEW

Mayiko Infrastructure Limited, a leading global mining conglomerate, is seeking a highly organized, professional, and discreet Secretary with 2–5 years of experience to serve as the administrative backbone of our corporate office. This role provides high - level administrative and secretarial support to the Directors to ensure efficient operation for the executive office. The role involves managing schedules, handling communication, organizing meetings, preparing documents, maintaining confidentiality and coordinating office activities.

KEY RESPONSIBILITIES

Administrative support

• Manage and maintain the Directors daily schedule and appointments
• Organize meetings, conferences and travel arrangements
• Maintain office filling systems and records
• monitor deadlines and follow up on pending tasks

Communication Management

• Receive and screen phone calls and visitors
• Handle incoming and outgoing emails, letters and memos
• Draft professional correspondence on behalf of the Director
• Liaise with staff, clients, suppliers and stakeholders

Meeting Coordination

• Schedule meetings and send invitations
• Prepare meeting materials and presentations
• Record meeting minutes and distribute them
• Track action items and follow up on implementation

Record & Documentation

• Manage both physical and digital filing systems, ensuring sensitive operational and financial data is properly organized and securely stored.
• Maintain confidential files and documents
• organize electronic and physical records
• Ensure accurate documentation and archiving
• prepare monthly and weekly reports

Office Coordination

• Ensure smooth office operations
• Monitor office supplies and procurement needs
• Coordinate with departments on administrative matters.
• Assist in organizing company events and function

Confidentiality

• Handle highly sensitive company information with strict discretion and integrity at all times.

QUALIFICATIONS & REQUIREMENTS

Education

• Diploma or Degree in Secretarial Studies, Business Administration, Office management or a related field.

Experience

• 2–5 years of proven experience in Secretarial or Executive Assistant roles preferred
• Demonstrated proficiency in shorthand and accurate minute-taking, including:
• Ability to take shorthand notes accurately and efficiently during meetings, briefings, and discussions.
• Skilled in recording key discussions, decisions, resolutions, and action items during board and management meetings.
• Experience in transcribing shorthand notes into clear, professional, and error-free meeting minutes and reports.

Skills

• Excellent written and verbal communication
• Strong organizational and multitasking
• Time-management and Attention to detail.
• Professional etiquette and confidentiality
• Microsoft office Proficiency (word, Excel, PowerPoint, Outlook)
• Ability to work under pressure and meet deadlines.

Working Conditions

• Office-based environment plus occasional visits with Directors
• May require occasional overtime
• Frequent interaction with executives and stakeholders

ABOUT MAYIKO INFRASTRUCTURE LIMITED

Mayiko Infrastructure Limited is a prominent global mining conglomerate specializing in the production and processing of manganese, including oxides and ferroalloys, as well as maintaining inventories of other base metals. With operations in several countries, particularly the UAE and India, we are recognized for our expertise in technical, engineering, construction, and operational domains, successfully developing and operating complex mines and mineral processing facilities.

We are committed to delivering substantial benefits to our investors, employees, and the communities where we operate.

We are an equal-opportunity employer and encourage applications from all qualified individuals, irrespective of gender, race, or disability.

• Manage and maintain the Directors daily schedule and appointments
• Organize meetings, conferences and travel arrangements
• Maintain office filling systems and records
• monitor deadlines and follow up on pending tasks
• Receive and screen phone calls and visitors
• Handle incoming and outgoing emails, letters and memos
• Draft professional correspondence on behalf of the Director
• Liaise with staff, clients, suppliers and stakeholders
• Schedule meetings and send invitations
• Prepare meeting materials and presentations
• Record meeting minutes and distribute them
• Track action items and follow up on implementation
• Manage both physical and digital filing systems, ensuring sensitive operational and financial data is properly organized and securely stored.
• Maintain confidential files and documents
• organize electronic and physical records
• Ensure accurate documentation and archiving
• prepare monthly and weekly reports
• Ensure smooth office operations
• Monitor office supplies and procurement needs
• Coordinate with departments on administrative matters.
• Assist in organizing company events and function
• Handle highly sensitive company information with strict discretion and integrity at all times.

• Excellent written and verbal communication
• Strong organizational and multitasking
• Time-management and Attention to detail.
• Professional etiquette and confidentiality
• Microsoft office Proficiency (word, Excel, PowerPoint, Outlook)
• Ability to work under pressure and meet deadlines.
• Ability to take shorthand notes accurately and efficiently during meetings, briefings, and discussions.
• Skilled in recording key discussions, decisions, resolutions, and action items during board and management meetings.
• Experience in transcribing shorthand notes into clear, professional, and error-free meeting minutes and reports.

• Diploma or Degree in Secretarial Studies, Business Administration, Office management or a related field.
• 2–5 years of proven experience in Secretarial or Executive Assistant roles preferred