Executive Secretary
Full-time
Faithm Printers
FAITHM Printers & Services is seeking a highly organized, detail-oriented, and trustworthy Executive Secretary to provide direct operational and governance support to the Executive Office.
This role goes beyond administrative assistance. The Executive Secretary is responsible for executive coordination, document control, approval validation through Digital Forms, and acting as operational support in the absence of the Executive Assistant or CEO.
The position plays a critical role in maintaining internal control, approval discipline, and executive-level efficiency across the organization.
Key Responsibilities
Executive Support & Coordination
- Manage and organize the CEO’s calendar and schedules
- Prepare meeting agendas, minutes, and executive reports
- Monitor executive action items and follow-ups
- Screen communications and prioritize urgent matters
Digital Forms Approval & System Validation
- Act as authorized approver in Digital Forms based on the company’s Approval Matrix
- Validate completeness and accuracy of submitted data before approval
- Ensure supporting documents are attached and compliant with policy
- Flag discrepancies and escalate irregularities to the CEO
- Maintain proper digital documentation and approval audit trail
Executive Operations Control
- Track pending approvals and ensure timely processing
- Monitor submission of reports from department heads
- Maintain organized executive file management system
- Assist in contract preparation and internal documentation review
Reliever & Executive Continuity Role
- Act as reliever in the absence of the Executive Assistant
- Provide administrative and coordination support during leave coverage
- Serve as the CEO’s right hand during his absence by monitoring operations, ensuring reporting compliance, and escalating critical matters when necessary
- Maintain continuity of executive decisions and workflow
Confidential & Administrative Governance
- Handle confidential company records including contracts, payroll summaries, and disciplinary documents
- Ensure document control, proper coding, and organized record keeping
Support executive in strategic and operational initiatives
Job Requirements
- Bachelor’s Degree in Business Administration, Management, or related field
- At least 2 years experience as Executive Secretary, Executive Assistant, or similar role
- Strong analytical ability to validate documents and approval submissions
- Experience working with digital systems, approval workflows, or structured reporting processes
- Excellent organizational and time-management skills
- High level of integrity and confidentiality
- Strong written and verbal communication skills
- Proficient in Google Workspace and digital documentation systems
Preferred:
- Experience in SME or multi-department setup
- Experience supporting senior executives or business owners
- Background in document control or internal process management
Vacancy posted 1 day ago
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