Job Description
Job Summary:
The Executive Director Assistant provides high-level administrative, organizational, and operational support to the Executive Director. This role acts as the primary point of contact for internal and external stakeholders on all matters pertaining to the Executive Director's office. The Assistant ensures efficient calendar management, correspondence handling, information coordination, and meeting preparation, enabling the Executive Director to focus on strategic leadership and organizational goals.
Duties and Responsibilities:
Administrative & Executive Support:
•Manage the Executive Director’s calendar, schedule meetings, and coordinate appointments, ensuring optimal time management.
• Screen and prioritize emails, calls, and correspondence, responding on behalf of the Executive Director when appropriate.
• Organize travel arrangements including flights, accommodation, visas, and itineraries.
• Prepare agendas, reports, presentations, and briefing materials for meetings, conferences, and external engagements.
• Draft, review, and format correspondence, internal memos, and official documents.
Operational Coordination:
• Liaise with internal departments and external stakeholders to ensure effective communication and follow-up on behalf of the Executive Director.
• Maintain confidentiality of sensitive information and documents.
• Assist in the coordination of board meetings, executive retreats, and strategic planning sessions, including minute-taking and follow-up.
Office Management & Relationship Handling:
• Serve as the first point of contact for the Executive Director’s office with board members, clients, partners, and vendors.
• Maintain databases, files, and records in an organized and accessible manner.
• Support in special projects, research, and high-priority tasks as assigned.
Educational Qualifications:
• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• Master’s degree or relevant professional certifications (e.g., CAP, PMP) are an advantage.
Experience Requirements:
• 8+ years of experience in an executive support role, preferably supporting C-suite or board-level executives.
Key Skills and Competencies:
Core Skills:
• Excellent written and verbal communication skills in English (and other languages if required).
• Strong time management, prioritization, and multitasking abilities.
• High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), and collaboration tools (Teams, Zoom, SharePoint).
• Strong organizational and problem-solving skills.
Behavioral Competencies:
• Discretion, integrity, and confidentiality.
• Professionalism and polished interpersonal skills.
• Proactive mindset with attention to detail.
• Ability to work independently and handle pressure in fast-paced environments.
KPIs (Key Performance Indicators):
• Timeliness and accuracy of calendar and travel coordination.
• Quality and consistency of executive documentation and communications.
• Stakeholder satisfaction with responsiveness and support.
• Effective coordination of executive-level meetings and follow-ups.
• Confidentiality breaches or issues reported: 0.
The Executive Director Assistant provides high-level administrative, organizational, and operational support to the Executive Director. This role acts as the primary point of contact for internal and external stakeholders on all matters pertaining to the Executive Director's office. The Assistant ensures efficient calendar management, correspondence handling, information coordination, and meeting preparation, enabling the Executive Director to focus on strategic leadership and organizational goals.
Duties and Responsibilities:
Administrative & Executive Support:
•Manage the Executive Director’s calendar, schedule meetings, and coordinate appointments, ensuring optimal time management.
• Screen and prioritize emails, calls, and correspondence, responding on behalf of the Executive Director when appropriate.
• Organize travel arrangements including flights, accommodation, visas, and itineraries.
• Prepare agendas, reports, presentations, and briefing materials for meetings, conferences, and external engagements.
• Draft, review, and format correspondence, internal memos, and official documents.
Operational Coordination:
• Liaise with internal departments and external stakeholders to ensure effective communication and follow-up on behalf of the Executive Director.
• Maintain confidentiality of sensitive information and documents.
• Assist in the coordination of board meetings, executive retreats, and strategic planning sessions, including minute-taking and follow-up.
Office Management & Relationship Handling:
• Serve as the first point of contact for the Executive Director’s office with board members, clients, partners, and vendors.
• Maintain databases, files, and records in an organized and accessible manner.
• Support in special projects, research, and high-priority tasks as assigned.
Educational Qualifications:
• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• Master’s degree or relevant professional certifications (e.g., CAP, PMP) are an advantage.
Experience Requirements:
• 8+ years of experience in an executive support role, preferably supporting C-suite or board-level executives.
Key Skills and Competencies:
Core Skills:
• Excellent written and verbal communication skills in English (and other languages if required).
• Strong time management, prioritization, and multitasking abilities.
• High proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), and collaboration tools (Teams, Zoom, SharePoint).
• Strong organizational and problem-solving skills.
Behavioral Competencies:
• Discretion, integrity, and confidentiality.
• Professionalism and polished interpersonal skills.
• Proactive mindset with attention to detail.
• Ability to work independently and handle pressure in fast-paced environments.
KPIs (Key Performance Indicators):
• Timeliness and accuracy of calendar and travel coordination.
• Quality and consistency of executive documentation and communications.
• Stakeholder satisfaction with responsiveness and support.
• Effective coordination of executive-level meetings and follow-ups.
• Confidentiality breaches or issues reported: 0.
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