Executive Secretary (Minute Taker)

The Executive Documentation Officer is responsible for accurately recording, documenting, organizing, and maintaining minutes of meetings and official records for the President/CEO. The role ensures that all discussions, decisions, action items, and directives from management meetings are properly captured, distributed, and archived in a timely and confidential manner.

Job Description:

Meeting Documentation & Minutes

• Attend executive, management, and operational meetings as required by the President/CEO.
• Accurately record meeting discussions, decisions, action plans, and directives.
• Prepare clear, concise, and professional Minutes of the Meeting (MOM).
• Ensure minutes are finalized and distributed within the required turnaround time.
• Maintain organized and confidential records of all meeting documents and files.

Coordination & Follow-Through

• Coordinate with department heads, supervisors, and managers for submission of updates related to action items.
• Track and monitor status of agreed action plans from meetings
• Prepare summaries and progress updates for the President/CEO when needed.

Documentation Management

• Maintain an organized filing system for executive reports, presentations, and meeting records.
• Ensure proper version control and confidentiality of executive documents.
• Assist in preparing meeting agendas, attendance sheets, and presentation materials when required.

KEY PERFORMANCE INDICATORS (KPIs)

• Confidentiality & Professionalism
• Attention to detail
• Time Management
• Active Listening
• Organization Skills
• Communication Skills
• Accuracy in Documentation

Qualifications:

• Bachelor’s Degree in Business Administration, Office Administration, Human Resources, Communication, or related field.
• At least 1-2 years experience in executive support, documentation, or administrative functions.
• Excellent written and verbal communication skills.
• Strong note-taking and documentation skills
• Highly organized and detail-oriented.
• Able to handle confidential and sensitive information professionally.
• Proficient in Microsoft Office (Word, Excel, Powerpoint) and Google Workspace.
• Can work under pressure and meet deadlines.