Confidential Secretary

The Confidential Secretary provides high-level secretarial and administrative support to the Executive Chairman. The role manages confidential communication, executive scheduling, documentation, and protocol arrangements while ensuring smooth coordination of executive activities and follow-through on directives. The position requires high discretion, professionalism, accuracy, and the ability to handle sensitive information and high-level engagements.

Key Responsibilities

• Executive Office & Confidential Administration

• Provide professional secretarial and administrative support to the Executive Chairman.

• Handle confidential and sensitive information with discretion, including personal matters related to the Executive Chairman.

• Draft, review, and issue official correspondence, letters, memos, and confidential reports.

• Manage the Executive Chairman’s calendar, appointments, meetings, and travel arrangements.

• Process and respond to emails, calls, and correspondence on behalf of the Executive Chairman as directed.

• Maintain classified files, documents, and secure records in line with the document management policy, processes and procedures of the organisation.

• Meeting Management & Documentation

• Prepare agendas, meeting briefs, and required documentation.

• Prepare the Executive Chairman for every meeting, including but not limited to pre-meeting brief on all previous meeting on the subject, action items and discussion points.

• Ensure all meeting documents for presentation and discussion are duly processed on SAP, Outlook and other official platform for seamless meeting proceedings.

• Take and circulate minutes of meetings; capture resolutions, track execution and issue report to EC.

• Ensure meeting decisions are documented, signed off, and actions implemented with exceptions escalated on time.

• Maintain record of all meetings in voice, video, picture and text format as may be applicable for the meeting and store accordingly in line with personal data protection requirements.

• Represent the Executive Executive Chairman’s office in internal meetings when required.

• Executive Coordination & Follow-Up

• Coordinate internal and external executive engagements and official visits.

• Liaise with relevant departments and assist in disseminating directives from the Executive Chairman through approved protocol for internal communication.

• Track and report progress on assigned directives to ensure timely completion.

• Maintain effective communication flow between the Executive Chairman’s office and senior stakeholders.

• Stakeholder & Protocol Management

• Act as primary point of contact for the Executive Chairman’s interactions with executives, dignitaries, and partners.

• Handle meet-and-greet activities and ensure protocol compliance for high-profile visitors.

• Uphold professionalism and confidentiality in all engagements.

• Governance & Documentation Control

• Maintain effective filing, document tracking, and office records for the Executive Chairman’s office.

• Maintain awareness of organizational policies, procedures, and governance standards.

• Ensure proper document review, compliance checks and flag exceptions before facilitating document presentation to the Executive Chairman for approval

• Ensure that all presentations to the Executive Chairman are supported by relevant files, folders and historical brief to enable effective decision making.

• Qualifications & Experience

• Bachelor’s degree in Secretarial Administration, Business Administration, or related field.

• Minimum 5–7 years’ experience in executive or high-level secretarial roles.

• Experience supporting senior leadership or executive offices is an advantage.

• Professional secretarial or administrative certification preferred.

• Skills & Competencies

• Excellent written and verbal communication skills.

• High confidentiality, diplomacy, and ethical conduct.

• Strong organizational and time-management skills.

• Minute-taking and executive correspondence drafting skills.

• Proficiency in MS Office Suite and digital productivity tools (use of SAP or MIS is an advantage)

• Strong interpersonal skills and executive presence.

• Ability to multitask and manage sensitive situations effectively.

• Ability to work in a fast paced work environment.

• Personal Attributes

• Highly discreet and trustworthy

• Proactive and detail-oriented

• Calm and composed under pressure

• Courteous, professional, and emotionally intelligent

• Strong sense of initiative and accountability

• Job Category: Administration

• Job Type: Full Time

Location

Abuja