Administrative Assistant

Key Responsibilities:

1. Administrative Support:
   • Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
   • Coordinate and prepare materials for meetings, presentations, and reports.
   • Screen, prioritize, and manage correspondence, emails, and phone calls.
2. Task Coordination:
   • Serve as a point of contact between the Executive Director and internal/external stakeholders.
   • Ensure follow-up on outstanding tasks and commitments.
3. Office Management:
   • Maintain the organization of the Executive Director’s outlook and ensure all documents are filed in an organized manner and readily accessible.
   • Handle expense reporting and invoicing.
4. Confidentiality and Discretion:
   • Handle sensitive information with the utmost confidentiality and professionalism.
5. Relationship Management:
   • Build strong working relationships with internal teams and external stakeholders.
   • Represent the Executive Director professionally in all interactions.
6. Proactive Problem-Solving:
   • Anticipate the needs of the Executive Director and provide solutions to potential issues before they arise.
   • Address urgent matters effectively and independently when required.
7. Team Management Support:
   • Provide support to the wider team in coordinating diaries, managing meetings, and other administrative support.

Requirements:

• Proven experience, preferably in a corporate or development-focused environment.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite and project management tools.
• High level of discretion and professionalism.
• Ability to work under pressure and manage multiple priorities effectively.
• Flexibility to adapt to changing schedules and requirements.

Qualifications:

• Bachelor's degree or equivalent experience.
• Strong interpersonal, customer service, and communication skills.
• Ability to multitask.
• Proficient in Microsoft Office Suite.