Executive Secretary to the Board at Smart Partners

JOB SUMMARY

• Our client is seeking for an experienced Executive Secretary to the Board. This role serves as a critical administrative and operational support role, ensuring the seamless execution of board functions and facilitating communication between board members and other stakeholders. This position demands exceptional organizational skills, confidentiality, and professionalism.

RESPONSIBILITIES

Board Administration

• Schedule, coordinate, and prepare for board meetings, including distributing agendas, reports, and other documentation in a timely manner.
• Record, transcribe, and distribute accurate and timely minutes of board and committee meetings.
• Maintain an organized and secure filing system for all board-related documents and correspondence.

Communication and Coordination

• Act as a primary point of contact for the board, managing correspondence and communication with internal and external stakeholders.
• Ensure board members are informed of key developments, decisions, and schedules.
• Liaise with senior executives and department heads to gather relevant information for the board.

Event Planning and Logistics

• Plan and coordinate logistics for board meetings, retreats, and other events, including travel arrangements, accommodations, and venue bookings.
• Manage technology and equipment needs for virtual or hybrid meetings.

Compliance and Governance

• Assist in ensuring the organization adheres to legal and regulatory requirements related to board operations.
• Support the development and maintenance of governance policies and procedures.
• Monitor board terms and elections to ensure compliance with by-laws and governance standards.

Administrative Support

• Manage calendars, appointments, and deadlines for the board and its committees.
• Prepare presentations, reports, and other documents as required.
• Handle expense reporting, reimbursements, and other financial matters related to the board.

EDUCATION, QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in Business Administration, Management, or a related field (or equivalent work experience).
• Proven experience 15 years in a high-level administrative or executive assistant role, preferably supporting a board or senior executives, out of which at least 10 years till date must have been spent as either Executive Assistant/Secretary or PA to a Directorlevel position OR TO THE Board.

SKILLS AND COMPETENCIES

• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and meeting management tools.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Discretion and ability to handle sensitive information with confidentiality.
• Familiarity with corporate governance and board operations is an asset.

PERSONAL ATTRIBUTE 

• High level of professionalism and interpersonal skills.
• Strong problem-solving ability and attention to detail.
• Ability to work independently and under pressure.
• Ideal candidate must be a male not less than 44 years of age.
• Preferred candidates should have experience from known multinational FMCG (Popular Brands) or Telecoms. The ideal candidate can be Nigerian or expatriate manpower.