Role and Responsibilities

Reporting To: Human Resources and Administration Manager

The Executive Secretary will provide high-level administrative and secretarial support to ensure the smooth and efficient operation of the organisation.

• Serve as a point of contact for staff and external stakeholders
• Take notes and minutes during meetings
• Support offices with various activities, projects, and tasks
• Screen, schedule, and coordinate meeting and appointment requests
• Assist in organising meetings and office activities
• Distribute employee notices and internal communications
• Order office supplies and maintain accurate inventory records
• Make travel arrangements for senior staff, including flight bookings, fuel processing, and hotel or restaurant reservations
• Assist in supervising and evaluating support staff including chefs, cleaners, and garden attendants
• Draft letters and emails on behalf of other staff members
• Perform general administrative duties such as filing, typing, photocopying, binding, and scanning
• Maintain electronic and paper filing systems with a high level of accuracy
• Perform any other duties as assigned from time to time

Qualifications and Education Requirements

• Diploma in Front Office Operations from a reputable and recognised institution
• Malawi School Certificate of Education (MSCE) with a good grade in English
• Minimum of two (2) years’ experience in a similar or related role in a busy office environment
• Customer Care Certificate will be an added advantage
• Ability to analyse and resolve operational problems relevant to the role
• Pleasant, outgoing, and presentable personality

Preferred Skills

• Good communication skills
• Ability to plan work on a daily or weekly basis and meet set targets
• Clear verbal and written communication skills aligned with job requirements

• Serve as a point of contact for staff and external stakeholders
• Take notes and minutes during meetings
• Support offices with various activities, projects, and tasks
• Screen, schedule, and coordinate meeting and appointment requests
• Assist in organising meetings and office activities
• Distribute employee notices and internal communications
• Order office supplies and maintain accurate inventory records
• Make travel arrangements for senior staff, including flight bookings, fuel processing, and hotel or restaurant reservations
• Assist in supervising and evaluating support staff including chefs, cleaners, and garden attendants
• Draft letters and emails on behalf of other staff members
• Perform general administrative duties such as filing, typing, photocopying, binding, and scanning
• Maintain electronic and paper filing systems with a high level of accuracy
• Perform any other duties as assigned from time to time

• Good communication skills
• Ability to plan work on a daily or weekly basis and meet set targets
• Clear verbal and written communication skills aligned with job requirements

• Diploma in Front Office Operations from a reputable and recognised institution
• Malawi School Certificate of Education (MSCE) with a good grade in English
• Customer Care Certificate will be an added advantage
• Ability to analyse and resolve operational problems relevant to the role
• Pleasant, outgoing, and presentable personality