Executive Assistant (Executive Director)

Office of the Executive Director

We are seeking a high-level Executive Assistant to the Executive Director to provide comprehensive administrative, organizational, and strategic support. This role is essential for the efficient functioning of the Executive Director’s office and requires a professional with exceptional coordination skills, discretion, and a proactive approach to managing sensitive information. Beyond traditional support, the ideal candidate will actively create, manage, and engage with digital content to enhance the office’s reach and branding.

Duties & Responsibilities

1. Executive and Administrative Support

Calendar & Travel: Provide full administrative oversight, including real-time calendar updates, meeting scheduling, and travel coordination.
Liaison: Serve as the primary point of contact for internal and external stakeholders, ensuring professional correspondence at all times.
Meeting Management: Prepare agendas, briefing notes, presentations, and reports. Attend meetings to record minutes and rigorously follow up on action points.
Confidentiality: Handle sensitive data and confidential documents with the highest level of discretion.

2. Office & Coordination Duties

Departmental Alignment: Facilitate smooth communication between various departments on behalf of the Executive Director.
Project Monitoring: Track deadlines, commitments, and deliverables to ensure nothing falls through the cracks.
Strategic Initiatives: Assist in the execution of special projects and ensure day-to-day operations remain seamless.

3. Digital and Brand Support

Content Management: Maintain organized digital archives and support the Executive Director’s personal branding efforts.
Engagement: Monitor industry trends to improve content quality and assist with social media management as required.

Expected Targets & Timelines

Responsiveness: 100% of communications acknowledged and routed within 24 hours.
Preparation: Meeting materials shared at least 24 hours in advance; minutes circulated within 24 hours.
Reliability: Zero missed engagements and zero missed deadlines through weekly status tracking.
Accuracy: 95–100% task completion rate; financial records/invoices updated same-day with 100% accuracy.
Security: Zero data breaches; total compliance with confidentiality standards.