Secretariat Support Staff / Secretary at Eta-Zuma Group W/A Limited

Key Responsibilities 

• Assist in attending and providing protocol support for meetings as required, ensuring the agenda is distributed in advance, participants are informed, minutes are accurately recorded, and resolutions, actions, and timelines are documented, signed off, and uploaded to SharePoint upon EM’s approval.
• Process all incoming, outgoing, and internal documents for EZM & CC in accordance with the company’s document processing guidelines, including ensuring timely routing and proper tracking.
• Comply with company policies for document registration and file creation, and liaise with the Document Management System (DMS) team for the generation of new files as needed.
• Provide clerical and administrative support to the Executive Assistants and other OCE members, including preparing documents, formatting reports, handling correspondence, and coordinating print jobs.
• Register documents from EZM, CCs, and other stakeholders in real-time, updating digital records and maintaining accurate logs for future reference.
• Collaborate with the EA (Operations) to ensure that office supplies, work tools, and resources required for efficient operations of EC-SEC and other OCE offices are delivered and maintained.
• Support the EA (Admin) in maintaining and updating requisition templates, including those for memos, meeting minutes, event management, travel requests, and land/loan documentation.
• Assist in reviewing, logging, and forwarding secretariat requests and incoming external documents on SAP Business Workplace (SBWP) for appropriate action, routing them through the EA (Admin) to the HoD.
• Provide support to departments in adhering to document management guidelines, assisting with compliance monitoring, and escalating instances of non-compliance where necessary.
• Prepare and disseminate reports detailing secretariat support services provided to EZM and CCs, highlighting their impact and value to operational efficiency.
• Manage designated communication channels, including shared service emails, phone inquiries, suggestion boxes, PMBs, and notice boards, in coordination with the EA (Operations) to ensure effective stakeholder engagement and support.

 Minimum Baseline Competency  Requirements
Executive Support:

• Understands executive support concepts
• Manages executive schedules
• Prepares basic reports
• Uses office software efficiently
• Handles routine administrative tasks.

Communication & correspondence:

• Understands communication concepts
• Uses communication tools effectively
• Prepares meeting notes
• Assists in communication logistics
• Handles routine correspondence.

Governance & compliance:

• Understands governance and compliance concepts
• Maintains corporate records
• Prepares compliance documents
• Supports policy implementation
• Assists in board meeting preparations.

Project management:

• Understands project management concepts 
• Assists in project planning
• Prepares project reports
• Uses project management tools
• Supports project documentation.

Stakeholder Management:

• Understands stakeholder management concepts
• Communicates effectively with stakeholders
• Supports stakeholder engagement activities
• Prepares stakeholder reports
• Uses stakeholder management tools

Discretion & confidentiality:

• Understands discretion and confidentiality concepts
• Handles sensitive information responsibly
• Follows confidentiality protocols
• Prepares confidential documents
• Uses secure communication methods

Skills / Experience / Qualification

• HND/Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Minimum of 4 years’ experience Business Administration, Management, or a related field
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools.
• Strong written and verbal communication skills.
• Excellent leadership and decision-making abilities.
• Strong organizational and multitasking skills.
• High level of integrity and attention to detail.
• Strong disposition towards customer service and stakeholder relations.