The Senior Executive Assistant provides full spectrum secretarial support to the CEO and SOS Board of Directors. This individual will support the CEO in board engagement and corporate record-keeping of the CEO office, ensuring alignment with regulatory standards.
Duties and Responsibilities:
Corporate Secretarial and Board Management
- Provide comprehensive secretarial support to CEO, including managing calendars, meetings coordination, minute-taking and organising appointments and engagements.
- Liaise with board members and relevant stakeholders to ensure effective communication and engagement.
- Prepare, review, and distribute board meeting agendas, background materials, and supporting documents in a timely manner to ensure board members have the necessary information for informed decision-making.
- Manage compliance with corporate governance requirements, assisting in maintaining statutory records and filings.
- Facilitate the preparation of key documents related to board member appointments, term renewals, resignations, and training, ensuring all relevant approvals and legal obligations are met.
Records Management and Document Control
- Establish and maintain a comprehensive system for secure storage, tracking, and easy retrieval of all corporate records, including meeting minutes, policies, and other governance documents, in compliance with data protection regulations.
- Manage the distribution, signature, and archival of sensitive board documents, agreements, and disclosures, ensuring all records are secure, up-to-date, and accessible to authorised parties only.
Executive and Personal Assistant Support
- Draft, review, and manage high-level correspondence on behalf of the CEO, including emails, reports, presentations, speech, and other communications, ensuring clarity, professionalism, and alignment with organisational goals.
- Maintain strong, proactive relationships with all stakeholders and partners, leading high-profile engagements such as Guest-of-Honour invitations, and collaborating closely with relevant government offices to ensure seamless coordination and administrative efficiency.
- Handle confidential information with the utmost discretion, maintaining high standards of confidentiality in all personal and professional matters.
- Facilitate effective communication with board members, donors, government agencies, partners, and other stakeholders, handling requests, inquiries, and issues with a solution-oriented approach and sensitivity to each relationship's unique needs.
- Attend key meetings with or on behalf of the CEO, as required, taking notes, documenting action items, and managing follow-up activities to ensure completion of agreed tasks and resolutions.
Relevant Experience:
- Bachelor's degree in Business Administration, Corporate Governance, or related field.
- Minimum of 8 years experience in an executive assistant role, with at least 3 years supporting C-level executives.
- Proven experience in board management and corporate secretarial work.
- Prior experience in stakeholder engagement and relationship management.
- Familiarity with corporate governance practices and compliance requirements.
Behaviour Traits & Attitude:
- Maintain confidentiality and handle sensitive information with discretion and professionalism.
- Meticulous attention to detail, especially in document preparation, minute-taking, and communication.
- Superior written and verbal communication skills, including the ability to draft professional correspondence and reports.
- Strong interpersonal skills with the ability to interact effectively with board members, senior executives, and key stakeholders.
- Demonstrates initiative and a proactive approach to problem-solving, anticipating the needs of the CEO and stakeholders.
