Executive Administrative Assistant

Job Summary:

We are looking for an experienced Executive Assistant to oversee activities within the Chief Operations Officer’s office, ensuring proper planning, coordination, and tracking across the Operations sector. This role supports executive-level operations through the following responsibilities:

Responsibilities:

• Maintain and manage the Operations Executive Director's calendar, including scheduling meetings, appointments, and travel itineraries.
• Coordinate travel arrangements, including booking flights, hotels, and ground transportation.
• Prepare briefing materials and agendas for meetings, conferences, and presentations.
• Manage incoming and outgoing emails, calls, and messages, filtering and prioritizing information for the Executive Director.
• Draft and proofread correspondence, reports, and presentations as directed.
• Liaise with internal and external stakeholders, responding to inquiries and providing accurate information.
• Maintain electronic and physical filing systems for efficient document access and retrieval.
• Track deadlines and follow up on outstanding tasks and deliverables.
• Organize and prepare meeting rooms and materials for executive meetings.
• Take accurate and comprehensive minutes during meetings.
• Provide logistical support for internal and external projects led by the Executive Director.
• Maintain strict confidentiality regarding sensitive information and financial matters.
• Exercise discretion and professional judgment in all interactions and decisions.
• Manage petty cash and the administrative budget for the Operations division.
• Coordinate office supplies and equipment needs.
• Assist with special projects and strategic initiatives as assigned.

Qualification:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 2 years of experience in executive support, office management, or operations coordination.
• Expert-level skills in follow-up and tracking, with strong attention to detail and deadline management.
• Intermediate proficiency in business planning, communication planning & execution, and project coordination.
• Strong organizational and multitasking abilities to manage complex schedules and priorities.
• Excellent written and verbal communication skills for professional correspondence and stakeholder engagement.
• High level of discretion, professionalism, and confidentiality in handling sensitive matters.