Job Description
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: Executive & Administrative Support 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. Meetings & Coordination 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. Legal & Disciplinary Secretariat Support 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. Governance & Secretariat Support Support secretariat functions relating to governance, disciplinary, and legal matters as required. Maintain organized fili
