Senior Secretary at Eagle HR Consultants

The Senior Secretary will be responsible for managing the department’s office operations, coordinating stakeholders, organizing meetings, and ensuring seamless communication within and outside the office. This role requires a highly organized and professional individual with strong discretion and the ability to handle multiple tasks efficiently.

Key Duties and Responsibilities:

• Manage the Head of Department’s office operations, ensuring efficiency and confidentiality.
• Schedule and manage the Head of Department’s appointments, meetings, and travel arrangements.
• Act as the first point of contact for internal and external stakeholders visiting the Head of Department and ensure all procedures are observed.
• Handle and screen incoming calls, correspondence, and emails and any other communication to the office of the Head of Department.
• Manage communication flow (oral and written) to and from the Head of Department (including correspondence worked on by the Department, dispatch of letters, etc.).
• Assist in preparing and organizing materials for meetings, presentations, official correspondence, and conferences, including agendas, briefs, reports, speeches and presentations.
• Provide editorial and proofreading services on documents for Head of Department’s review and sign off.
• Organize and coordinate meetings, conferences, and engagements, ensuring that these activities are seamlessly executed and professionally handled.
• Work closely with staff supporting the Head of Department and coordinate with other offices in the Organization, when called upon.
• Develop and maintain an up-to-date filing system for correspondence (hard and soft copies) relating to the functions and/or roles handled by the Senior Secretary on behalf of the Head of Department.
• Ensure Head of Department’s Office is sufficiently equipped and always supplied.
• Ensure safe custody of documents and information for confidentiality and ease of retrieval.
• Handle confidential documents ensuring they remain secure.
• Other duties assigned by the Head of Department.

Academic and Professional Qualifications

• A Diploma in Office Management and other relevant courses from a recognized institution.
• A degree in any business-related field will be an added advantage.
• Professional Certification in Administration or Corporate Governance being an added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Work Experience

At least five (5) years of experience in an executive secretarial or administrative support role, with at least three (3) years in a similar position supporting C-suite executives in a corporate or financial institution.