Executive Secretary

Executive Secretary must prepare and distribute internal and external documents, including reports, memos, and letters. Maintain the electronic and paper files of the Executive team and ensure they are updated regularly. Handle confidential information with discretion and professionalism

Key Skills:

1. Organization and Time Management: Proficient in managing complex calendars, scheduling appointments, and coordinating meetings. Capable of prioritizing tasks effectively to meet deadlines and ensure smooth workflow.
2. Communication Skills: Excellent verbal and written communication skills. Able to draft correspondence, reports, and other corporate documents with precision and clarity. Experienced in liaising with internal and external stakeholders.
3. Company Secretarial Duties: Sound understanding of corporate governance principles and compliance requirements. Skilled in maintaining statutory records, preparing board meeting agendas and minutes, and ensuring regulatory compliance.
4. Confidentiality: Demonstrated ability to handle sensitive information with discretion and confidentiality. Upholds the highest standards of professionalism and integrity in all interactions.
5. Technology Proficiency: Familiarity with office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint), as well as document management systems and electronic filing platforms.
6. Adaptability: Flexible and adaptable to changing priorities and fast-paced environments. Able to multitask effectively and remain calm under pressure.

Responsibilities:

1. Administrative Support: Provide comprehensive administrative support to executives, including managing calendars, making travel arrangements, and coordinating meetings and events.
2. Company Secretarial Duties: Maintain corporate records, including minute books, registers, and filings. Prepare and distribute board meeting agendas, minutes, and resolutions. Ensure compliance with regulatory requirements and corporate governance standards.
3. Drafting and Correspondence: Draft and format correspondence, reports, presentations, and other documents as required. Review and edit documents for accuracy and completeness.
4. Communication Liaison: Serve as a central point of contact for internal and external communications. Facilitate communication between executives, board members, shareholders, and other stakeholders.
5. Record Keeping and Filing: Maintain organized filing systems, both electronic and physical, to ensure easy retrieval of documents. Handle confidential information with discretion and confidentiality.
6. Project Coordination: Assist in coordinating special projects and initiatives as assigned. Collaborate with team members across departments and Group member companies to ensure successful project execution.
7. Continuous Improvement: Identify opportunities for process improvement and efficiency enhancements within the administrative function. Implement best practices to streamline workflows and optimize productivity.

Candidate’s preferred qualifications: 

-        A Bachelor’s degree in

• Business Administration
• Legal studies
• corporate law

-        Sound knowledge of the Mauritius Code of Corporate Governance