Overview
The Executive Assistant provides communications, operations, and administrative support services to enhance the smooth running of the supervisor’s day-to-day activities. The role also involves representing the supervisor in initiating, following up on, and resolving issues pertaining to administrative requests.
Key Responsibilities
- Manage incoming and outgoing correspondence, e-mails, and telephone calls on behalf of the supervisor.
- Communicate sensitive information to higher-level managers.
- Provide routine information pertaining to the work of the division/office.
- Draft responses to written inquiries on routine questions.
- Coordinate responses to sensitive inquiries.
- Prepare briefing materials for official trips or meetings.
- Follow up on established deadlines and ensure timely submissions by staff on reports, correspondence, and other documents.
- Maintain the supervisor’s calendar and arrange meetings.
- Organize official travel on behalf of the supervisor.
- Prepare documentation for the supervisor’s signature, reviewing for style, factual, and grammatical accuracy.
- Support capacity development activities and conferences by making logistical arrangements.
- Maintain and update a system that monitors staff absence.
- Support the management of administrative supplies and office equipment, and update inventory.
- Support the supervisor in liaising and coordinating with Public and Private Sector organizations, civil societies, and the Diplomatic Corps.
- Support in liaising with the Business Advisory Council (BAC) and its sub-committees, performing secretariat functions.
- Take notes and minutes of key meetings, follow up on decisions, and monitor compliance.
Required Experience
At least 5 years of relevant work experience in Administration, Operations, Communication, Partnerships, Human Resources, Government Relations, and any other related fields.
Qualifications
Secondary Education in any related fields.
