Executive Assistant - Secretary (Ongoing contract)

Job Summary:

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Executive Director. The ideal candidate will be proficient in Microsoft Excel, MS Teams, and other Microsoft Office tools, with a strong ability to manage schedules, coordinate meetings, and handle confidential information with discretion.

Key Responsibilities:

Administrative Support:

• Manage and maintain the ED calendar, appointments, and travel arrangements.
• Organize internal and external meetings, including logistics, agendas, and minutes.
• Screen and prioritize emails, calls, and correspondence.
• Prepare reports, presentations, and documents using MS Office tools.

Communication & Coordination:

• Act as the point of contact between the ED and internal/external stakeholders.
• Coordinate with departments to ensure timely flow of information and follow-ups.
• Schedule and manage virtual meetings via MS Teams, including setting up calls, sharing documents, and troubleshooting technical issues.

Documentation & Reporting:

• Maintain organized filing systems (digital and physical).
• Prepare and analyze data using Microsoft Excel.
• Draft letters, memos, and other official communications.

Project & Task Management:

• Track progress on key initiatives and ensure deadlines are met.
• Assist in project coordination and follow-up on action items.
• Maintain confidentiality and handle sensitive information with integrity.

Office & Event Management:

• Support in organizing corporate events, workshops, and off-site meetings.
• Manage office supplies and liaise with vendors as needed.

Required Skills & Qualifications:

• Bachelors degree or equivalent.
• 3+ years of experience as an Executive Assistant or Secretary to senior leadership.
• Computer Proficiency
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and organizational ability.
• Ability to multitask and work independently in a fast-paced environment.
• Presentable and professional

Preferred Qualifications:

• Experience in a corporate or multinational environment.
• Familiarity with project management tools
• Knowledge of document management systems.