EXECUTIVE SECRETARY

SPECIFIC DUTIES AND RESPONSIBILITIES

Duties include but are not limited to the following:

1. Executive Support and Coordination

• Provide direct administrative support to the Executive Director.
• Manage the executive’s calendar, appointments, meetings, and priorities.
• Coordinate internal and external engagements on behalf of the executive office.
• Participate in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the Executive Director.
• Ensure that the Executive Director is fully appraised of developments at the COE during his/her absence.
• Prepare meeting notes, talking points, presentations, and meeting materials.
• Receive, direct and relay telephone messages and fax messages.
• Maintain adequate inventory of office supplies.

2. Board and Governance Support

• Coordinate Board meetings, committee meetings, and executive meetings.
• Prepare and circulate meeting agendas, minutes, and supporting documents.
• Maintain governance records and ensure timely follow-up on Board resolutions.
• Support compliance with organizational policies and governance requirements.

3. Communication Management

• Serve as a key communication link between the executive office and internal/external stakeholders.
• Ensure accuracy of information on organizational social media platforms, organizational primary email and website.
• File crucial media release relating to the organization.
• Open and distribute the mail including review of incoming memos, reports etc, for distribution.
• Draft, review, and edit official correspondence and memos.
• Manage confidential and sensitive communications.
• Ensure timely responses to important requests and correspondence.

4. Office Administration

• Manage executive office operations and administrative systems.
• Maintain organized filing, records management, and document tracking systems.
• Coordinate travel arrangements, accommodation, and logistics for executives and visitors.
• Coordinate repairs to office equipment and other equipment from the Executive Director’s Office.
• Facilitate acquiring of work permit, license and visas for external workers, volunteers, expatriates, visiting scholars and fellows.
• Process administrative requests and approvals.
• Support procurement processes for executive office needs.

5. Meeting and Event Management

• Organize meetings, workshops, conferences, and executive events.
• Coordinate logistics, venues, invitations, attendance, and materials.
• Record minutes and track action points to completion.

6. Information Management

• Maintain confidential executive files and organizational records.
• Compile information and reports required for decision-making.
• Track deadlines, deliverables, and follow-ups from meetings.
• Prepare and maintain donor and visitor’s register.
• React with appropriate levels of urgency to situations and events that require quick response or turnaround.

7. Stakeholder Relations

• Support relationships with donors, government, partners, and other stakeholders.
• Coordinate official visits and high-level engagements.
• Represent the executive office professionally in communications.

8. Confidentiality and Professional Conduct

• Handle sensitive information with discretion.
• Maintain professionalism and ethical standards.
• Protect organizational and executive information.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of Baylor Foundation Eswatini.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• A Degree/Advanced Diploma in Secretarial Studies, Office Management, Business Administration, Human Resources or a related field with relevant experience.
• 5 years’ experience in an executive assistant, administrative officer, personal assistant, or secretarial role.
• Experience supporting senior executives, directors, CEOs, or boards is highly desirable.
• Understanding of NGO operations and donor requirements.
• Experience working with government, donors, and partners.

SKILLS/ABILITIES/APTITUDES REQUIREMENTS

Skills rating exceptional in:

• Communication skills.
• Professionalism and interpersonal skills.
• Organizational and time management skills.
• Ability to handle sensitive and confidential information appropriately.
• Demonstrate trustworthiness, integrity, and professionalism.
• Office administration and records management.
• Ability to prepare meeting agendas, minutes, action trackers, and reports.
• Ability to coordinate across departments and follow up on deliverables.
• Problem-Solving and Initiative.
• Proficiency in Microsoft Office Suite:
  • Word (documents and reports)
  • Excel (tracking tools and data)
  • PowerPoint (presentations)
  • Outlook (calendar and communication)
• Meeting and Event Management Skills.
• Stakeholder Management.
• Writing and Reporting Skills.
• Adaptability and Flexibility.

PERSONAL ATTRIBUTES

• Integrity and reliability.
• High level of emotional intelligence.
• Self-motivated and proactive.
• Calm under pressure.
• Detail-oriented.
• Respectful and approachable.
• Strong work ethic.
• Professional appearance and conduct.

APPLICATIONS

Applications to be addressed to the Executive Director, Baylor Foundation- Eswatini, and sent ONLY by email to: hr@baylorfoundationeswatini.org citing the position applied for, your Name and Surname in the email subject.

All applications should be accompanied by a cover letter, curriculum vitae (CV) and certified copies of certificates. Faxed applications, posted or hand delivered applications will NOT be considered. No calls. Only short- listed candidates will be contacted.

Application Deadline: 09 July 2026.

Baylor Foundation Eswatini is an Equal Opportunity Employer and encourages applications from all qualified individuals regardless of race, religion, gender, sexual orientation, or disability. Baylor Foundation Eswatini ’s recruitment and selection policies and procedures reflect our commitment to the safety of children.  Any appointment is subject to commitment to our Child Safeguarding Policy, satisfactory references and criminal record disclosure.