Executive Assistant

Job description

In consultation with the Managing Director the role is responsible for but not limited to the following:

Administrative Support

• Manage the Managing Director’s calendar, including meetings, appointments, and travel logistics
• Draft, edit, and proofread executive correspondence, reports, presentations, and related documents
• Support recruitment activities for junior administrative staff (e.g. temporary hires) and assist in contract renewals and data compilation
• Maintain well-organized electronic and physical filing systems for easy document retrieval

Communication

• Screen and route incoming calls, emails, and correspondence to appropriate departments
• Liaise professionally with internal departments, stakeholders, and external partners on behalf of the Managing Director
• Assist in formatting and editing of Board papers and ensure timely secretarial support for meetings
• Prepare and distribute accurate meeting minutes and track follow-up actions

Office Management

• Monitor and maintain office supplies and equipment for the executive office
• Ensure administrative staff are equipped with necessary resources (stationery, equipment, etc.)
• Coordinate logistics for executive meetings, events, and conferences
• Oversee quarterly performance appraisals for administrative staff
• Ensure expenditure on supplies and office needs are within the approved budget

 Confidentiality and Discretion

• Handle and store confidential documents securely
• Maintain strict confidentiality in all dealings with executives and sensitive company information

Reporting and Coordination

• Prepare reports, presentations, briefing notes, and related materials
• Track action items and ensure timely completion of follow-ups
• Assist in compiling data for budgets, forecasts, and periodic reports
• Perform any other duties as assigned by the Supervisor