1. Job Purpose

To provide high-level executive, administrative, secretarial, and protocol support to ensure the efficient and professional operation of the Office of the Managing Director (MD).

The role involves managing the MD’s schedule, coordinating meetings, preparing briefs and reports, and handling confidential correspondence. The Executive Assistant also oversees protocol and stakeholder engagements, upholding the highest standards of professionalism, discretion, and organizational excellence in representing the Office of the Managing Director.

2. Key Responsibilities

Executive, Secretarial and Administrative Support

• Manage the MD’s daily calendar, appointments, and travel arrangements to ensure optimal time management.
• Provide full secretarial services including typing, drafting, editing, and filing of correspondence and official documents.
• Prepare, review, and proofread the MD’s correspondence, reports, and presentations for accuracy, clarity, and corporate alignment.
• Screen, prioritise, and respond to incoming communication to ensure the MD’s time is efficiently utilised.
• Coordinate internal and external meetings, ensuring all logistics, briefing materials, and follow-up actions are completed on time.
• Maintain an organized filing and document management system (electronic and physical) for the Office of the MD.
• Maintain confidentiality of sensitive information and ensure professional handling of all matters.

Protocol, Event and Stakeholder Management

• Manage all protocol matters related to the MD’s engagements.
• Coordinate arrangements for official guests and delegations to ensure a seamless and dignified experience.
• Liaise with government officials, cooperating partners, and high-level stakeholders to ensure adherence to official etiquette and protocol.
• Monitor and manage stakeholder correspondence and requests requiring the MD’s attention.

Strategic and Operational Support

• Support the MD in preparing briefs, speeches, talking points, and reports for internal and external engagements.
• Coordinate the submission and consolidation of departmental reports for the MD’s review.
• Participate in the preparation and management of budgets for the Office of the Managing Director.
• Ensure prudent utilisation of resources in line with Company financial policies.
• Identify and recommend improvements to enhance efficiency and effectiveness in executive operations.

3. Minimum Qualifications and Experience

• Grade 12 Certificate or equivalent with five (5) credits or better, including English and Mathematics.
• Bachelor’s degree in Business Administration, Public Administration, Management, or a related field.
• Minimum of four (4) years of relevant experience in a similar high-level administrative role within a busy and complex environment.
• Demonstrated experience in executive support, protocol management, stakeholder relations, and event coordination.
• A professional certification in Executive or Office Management, or Secretarial will be an added advantage.

Preferred age: 30 to 40 years (Female candidates are strongly encouraged to apply)

4. Skills and Competencies

Technical Competencies

• Executive and Secretarial Administration
• Protocol and Etiquette
• Report Writing and Minute Taking
• Records and Information Management
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools (Teams, Zoom)

Behavioural Competencies

• Confidentiality and Professional Integrity
• Strong Verbal and Written Communication Skills
• Analytical and Problem-Solving Abilities
• Attention to Detail and Accuracy
• Stakeholder Engagement and Interpersonal Skills
• Initiative, Planning and High Level of Organisation

• Manage the MD’s daily calendar, appointments, and travel arrangements to ensure optimal time management.
• Provide full secretarial services including typing, drafting, editing, and filing of correspondence and official documents.
• Prepare, review, and proofread the MD’s correspondence, reports, and presentations for accuracy, clarity, and corporate alignment.
• Screen, prioritise, and respond to incoming communication to ensure the MD’s time is efficiently utilised.
• Coordinate internal and external meetings, ensuring all logistics, briefing materials, and follow-up actions are completed on time.
• Maintain an organized filing and document management system (electronic and physical) for the Office of the MD.
• Maintain confidentiality of sensitive information and ensure professional handling of all matters.
• Manage all protocol matters related to the MD’s engagements.
• Coordinate arrangements for official guests and delegations to ensure a seamless and dignified experience.
• Liaise with government officials, cooperating partners, and high-level stakeholders to ensure adherence to official etiquette and protocol.
• Monitor and manage stakeholder correspondence and requests requiring the MD’s attention.
• Support the MD in preparing briefs, speeches, talking points, and reports for internal and external engagements.
• Coordinate the submission and consolidation of departmental reports for the MD’s review.
• Participate in the preparation and management of budgets for the Office of the Managing Director.
• Ensure prudent utilisation of resources in line with Company financial policies.
• Identify and recommend improvements to enhance efficiency and effectiveness in executive operations.

• Executive and Secretarial Administration
• Protocol and Etiquette
• Report Writing and Minute Taking
• Records and Information Management
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools (Teams, Zoom)
• Confidentiality and Professional Integrity
• Strong Verbal and Written Communication Skills
• Analytical and Problem-Solving Abilities
• Attention to Detail and Accuracy
• Stakeholder Engagement and Interpersonal Skills
• Initiative, Planning and High Level of Organisation

• Grade 12 Certificate or equivalent with five (5) credits or better, including English and Mathematics.
• Bachelor’s degree in Business Administration, Public Administration, Management, or a related field.
• Demonstrated experience in executive support, protocol management, stakeholder relations, and event coordination.
• A professional certification in Executive or Office Management, or Secretarial will be an added advantage.