Executive Assistant

The Executive Assistant is crucial for maintaining the smooth and efficient functioning of the CEO and C-Suite by offering daily administrative and coordination support. This position involves managing executive schedules, coordinating meetings, arranging travel, handling correspondence, and overseeing general office administration. Additionally, the role supports a variety of organizational projects and high-level executive tasks.

1. Provide extensive administrative support to the CEO and C-Suite, ensuring all daily activities are well-organized, prioritized, and efficiently executed.
2. Manage and maintain the CEO's calendar, schedule appointments, set reminders, coordinate meeting logistics, prepare agendas, and ensure the CEO is fully prepared for all engagements.
3. Coordinate regular meetings between the CEO and the leadership team, managing the process of gathering necessary briefings and reports to prepare the CEO for scheduled engagements.
4. Screen and prioritize incoming correspondence, reports, and emails; draft routine communications and presentations; handle matters within delegated authority; and forward relevant items to the CEO for action.
5. Arrange travel, accommodation, transportation, itineraries, and visit logistics for the CEO, Senior Leadership Team, and other stakeholders as needed.
6. Prepare and distribute meeting materials, record minutes, maintain action trackers, follow up on outstanding actions, and ensure deadlines and commitments are monitored.
7. Conduct desktop research and compile relevant information, briefing notes, and reports to assist the CEO in preparing for meetings, presentations, and stakeholder engagements.
8. Offer administrative support for organizational projects by coordinating activities, tracking actions, maintaining project documentation, monitoring deadlines, and liaising with relevant stakeholders.
9. Cultivate positive and professional relationships with colleagues, trustees, donors, suppliers, and other internal and external stakeholders, ensuring effective communication and timely follow-up.
10. Maintain accurate and organized filing systems for papers, correspondence, and electronic documents on behalf of the CEO, ensuring information is current, complete, accessible, and properly managed.
11. Coordinate administrative processes within the C-Suite functions, ensuring all required reports, minutes, and documentation are prepared and maintained.
12. Handle confidential and sensitive information with utmost discretion, upholding high levels of confidentiality, integrity, and professionalism.
13. Identify opportunities to enhance administrative and coordination processes, implement practical solutions, and actively pursue skill development.
14. Perform any other duties as assigned.

1. Hold a Bachelor’s Degree in Business Administration, Management, or a related field.
2. Familiarity with ERP systems, travel booking platforms, and event management tools is preferred.
3. Possess 3-5 years of experience in an administrative, office coordination, or customer service role.
4. Experience supporting senior managers is advantageous but not mandatory.
5. Recent graduates with strong organizational skills and relevant internship experience are encouraged to apply.
6. Demonstrate exceptional organizational skills and meticulous attention to detail.
7. Exhibit strong written and verbal communication abilities.
8. Be proactive, positive, and eager to learn.
9. Possess excellent time management skills and the ability to prioritize multiple competing tasks.
10. Maintain a professional, trustworthy demeanor and the ability to handle confidential information.
11. Show strong interpersonal skills with a customer-service oriented mindset.
12. Be capable of working independently while knowing when to seek guidance.
13. Be adaptable, flexible, and able to remain calm under pressure.
14. Have good working knowledge of Microsoft Office suite (Word, Excel, Outlook, and PowerPoint).
15. Show commitment to continuous learning and personal development.