Secretary to the Divisional Head

Job Description - Secretary to the Divisional Head (240001SF) The Secretary to the Divisional Head plays a crucial role in ensuring the smooth operation of the division by providing high-level administrative support. This position requires a mature, professional individual who can handle sensitive information, manage competing priorities, and communicate effectively with various stakeholders. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to think critically and independently. Key Responsibilities:

1. Manage the Divisional Head’s calendar, including scheduling meetings, appointments, and travel arrangements with a focus on optimizing time and resources.
2. Prepare and organize documents, reports, and presentations for meetings, ensuring all materials are accurate and ready in advance.
3. Act as the primary point of contact for internal and external communications, demonstrating professionalism and discretion in all interactions.
4. Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items to ensure accountability.
5. Facilitate communication between the Divisional Head and team members, ensuring that all parties are informed and aligned.
6. Maintain organized filing systems for documents, reports, and correspondence, ensuring easy retrieval and confidentiality.
7. Assist in the planning and execution of division projects and initiatives, providing research support and compiling data as needed.
8. Monitor project timelines and deliverables, helping to ensure that objectives are met on schedule.
9. Plan and coordinate division events, such as team-building activities, training sessions, and other gatherings, ensuring all logistical details are handled.
10. Collaborate with other administrative staff to support broader organizational events as needed.
11. Handle sensitive information with the utmost confidentiality and professionalism, maintaining trust and integrity in all interactions.
12. Exercise mature judgment in decision-making and problem-solving, particularly in high-pressure situations.

1. Must be responsive and adaptable to the dynamic needs of the Divisional Head and the division.
2. Willingness to work extra hours as needed to meet deadlines or accommodate the Divisional Head’s schedule.
3. Ability to work in a fast-paced environment with shifting priorities.

1. High school diploma or equivalent; associate or bachelor’s degree in business administration, communications, or a related field preferred.
2. Minimum of 3 years of experience in an administrative support role, preferably in a corporate or executive environment.
3. Proven experience supporting senior management or executives, demonstrating an understanding of corporate structures and dynamics.
4. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software; familiarity with document management systems and project management tools is a plus.
5. Strong organizational and time management skills with the ability to prioritize tasks effectively and manage multiple deadlines.
6. Excellent written and verbal communication skills, with an emphasis on clarity, professionalism, and attention to detail.
7. Mature thinking and problem-solving abilities, with the capacity to make sound judgments and decisions independently.
8. Strong interpersonal skills, with the ability to build relationships and communicate effectively with diverse stakeholders.