Executive Secretary / Document Control Officer

Document Control Responsibilities

• Establish and maintain an effective document-control and records-management system.
• Maintain a master register of controlled documents, including policies, SOPs, manuals, forms, contracts, reports, approvals, and official correspondence.
• Ensure documents are properly identified, numbered, dated, version-controlled, approved, distributed, and archived.
• Maintain electronic and physical document repositories.
• Control access to confidential and restricted documents.
• Ensure obsolete or superseded documents are withdrawn from active use and appropriately archived.
• Monitor document review and renewal dates and notify responsible departments when action is due.
• Ensure approved documents are circulated to relevant departments and outlets.
• Maintain records of document issuance, revision, approval, and distribution.
• Support departments in complying with the company\'s document-control procedures.
• Ensure important records are appropriately backed up and protected against loss or unauthorized access.
• Retrieve and provide documents promptly when authorized requests are received.
• Support internal and external audits by providing properly controlled records and documentation.
• Maintain confidentiality and integrity of company records.

Administrative Responsibilities

• Manage the MD's official correspondence, communications, appointments, and administrative activities.
• Prepare, format, proofread, and distribute letters, memos, reports, presentations, and other official documents.
• Maintain the MD's calendar and schedule meetings, appointments, and engagements.
• Prepare meeting agendas, attendance lists, briefing materials, and supporting documents.
• Take accurate minutes of management and executive meetings and circulate approved minutes promptly.
• Maintain a tracker of management decisions, assigned actions, deadlines, and follow-ups.
• Coordinate communication between the MD's office and departments, outlets, suppliers, business partners, and other stakeholders.
• Screen and prioritize incoming correspondence and requests for the MD's attention.
• Handle confidential and sensitive information with a high level of discretion.
• Make travel, accommodation, meeting, and logistical arrangements for the MD when required.
• Maintain an organized filing system for executive records and correspondence.