Executive Secretary

We’re Hiring: Executive Secretary

Creating Moments. Connecting Members. Building Community.

The Executive Secretary provides comprehensive executive and administrative support to the General Manager, while also supporting legal and disciplinary secretariat functions of the Club. The role works closely with the Senior Manager (Secretariat, MC) to ensure effective coordination of governance, disciplinary, and legal-related administrative matters, and supports the smooth flow of information between Management, Committees, and members.

Your key duties include:

• Provide secretarial and administrative support to the General Manager.
• Manage the General Manager’s schedule, appointments, and meeting arrangements.
• Manage the HOD’s schedule with General Manager by prioritizing inquiries and meeting requests.
• Handle calls, general correspondence, and enquiries, including member-related matters.
• Maintain organised records, filing systems, and documentation.

• Prepare and maintain records of Heads of Department and other formal meetings.
• Support the preparation, circulation, and follow-up of meeting materials and action items.

• Attend committee meetings to take formal minutes, ensuring they meet legal standards for accuracy and compliance to the club constitution
• Act as the bridge between the club and external legal counsel or regulator to ensure deadlines for legal or regulatory responses are met
• Draft and prepare formal correspondence, including letters to members.
• Coordinate and maintain documentation for disciplinary and other formal matters.
• Support the preparation and follow-up of case-related documentation.
• Work closely with the Senior Manager (Secretariat, MC) to ensure consistency, confidentiality, and proper documentation.

• Support secretariat functions relating to governance, disciplinary, and legal matters as required.
• Maintain organized filing systems and confidential personnel or business records
• Maintain confidentiality and proper handling of sensitive information at all times.

• Monitor the progress of key initiatives and follow up with team members to track the progress till its completion
• Support other operational duties as assigned by the General Manager or Management.

Requirements:

• Diploma in Secretarial Management, Business Administration, Legal Studies, or related field
• At least 3 years of relevant experience in a similar role
• Experience in handling formal correspondence and documentation, including confidential or sensitive matters
• Exposure to disciplinary, governance, or case-related work will be an advantage
• Strong written communication skills, with the ability to draft clearly and professionally
• High level of accuracy and attention to detail
• Able to manage multiple matters and meet deadlines in a structured environment
• Sound judgement and discretion when handling confidential information
• Able to work independently and coordinate with multiple stakeholders

Why Join Us?

Do what you love while creating meaningful experiences for our members.

[JL1]Executive Secretary