Secretary

The Secretary to the Business Unit Manager is responsible for providing high-level administrative and organizational support to ensure the smooth and efficient operation of the manager’s office. The role focuses on managing schedules, coordinating communications, handling documentation, preparing the required reports, and supporting internal and external coordination to enhance productivity and decision-making.

Key Accountabilities

Administrative & Executive Support

• Manage and organize the Business Unit Manager’s calendar, appointments, and meetings.
• Screen, prioritize, and handle incoming calls, emails, and correspondence.
• Prepare meeting agendas, presentations, and reports as required.
• Draft, review, and format official documents, letters, and internal communications.
• Maintain confidentiality of sensitive information and documents.

Coordination & Communication

• Act as a liaison between the Business Unit Manager and internal departments.
• Coordinate with external stakeholders, clients, and suppliers when required.
• Ensure proper follow-up on tasks, meetings, and action points.
• Facilitate communication flow within the department and across the organization.

Documentation & Filing

• Maintain organized filing systems (physical and electronic).
• Track and archive important documents, contracts, and records.
• Ensure documents are properly updated, accessible, and compliant with company standards.
• Handle document control and version tracking when needed.

Meeting & Event Management

• Arrange and coordinate internal and external meetings.
• Prepare meeting minutes and follow up on action items.
• Support the planning of events, presentations, and management visits.

Reporting & Office Management

• Prepare periodic reports, summaries, and dashboards as requested.
• Ensure smooth day-to-day office operations.
• Support the Business Unit Manager in administrative aspects of projects and operations.