Administrative Assistant (6-Month Contract Position)

Job Purpose:

Provides high-level administrative support to the Group Operations team by managing schedules, communications, and confidential tasks. This is a temporary role for 6 months, requiring a proactive approach to ensure the smooth running of daily operations and strategic initiatives.

Qualifications: A bachelor’s degree in business administration, communications, or a related field.

Experience: At least 2+ years of experience in an administrative assistant or similar role.

Roles, Responsibilities, and Duties:

Calendar & Schedule Management:

• Manage complex schedules, prioritizing meetings, events, and travel arrangements.
• Coordinate with internal and external stakeholders to arrange appointments and ensure timely responses.
• Anticipate and adjust schedules as necessary to accommodate changing priorities and urgent matters.

Communication & Correspondence:

• Act as the liaison by managing emails, calls, and other communications, ensuring prompt responses.
• Draft, proofread, and distribute high-level correspondence, presentations, and reports.

Meeting Preparation & Documentation:

• Prepare agendas, presentations, and briefing materials for meetings.
• Attend key meetings, take detailed minutes, and track action items.
• Follow up with relevant stakeholders to ensure timely completion of post-meeting tasks.

Travel Planning & Coordination:

• Organize and manage domestic and international travel, including flights, accommodations, and itineraries.
• Coordinate with third parties for visas, transportation, and other travel-related logistics.
• Ensure all travel plans are aligned with the schedule and business priorities.

Project & Task Management:

• Support in managing special projects, coordinating with different departments to ensure progress.
• Track deadlines and milestones, providing updates on key initiatives.
• Collaborate with the executive team to ensure delegated tasks are executed effectively.

Confidential Support & Relationship Management:

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Build strong relationships with board members, clients, and key stakeholders, acting as a trusted point of contact.
• Represent the Group Operations office in interactions with internal teams and external partners, ensuring a professional image.

Competencies:

Organizational & Time Management Skills:

• Exceptional ability to manage multiple tasks and priorities simultaneously while maintaining attention to detail.
• Expertise in coordinating complex schedules, travel plans, and high-level meetings.

Communication & Interpersonal Skills:

• Strong written and verbal communication skills, with the ability to draft professional correspondence and reports.
• Excellent interpersonal skills, able to liaise with senior executives, clients, and key stakeholders diplomatically.

Problem-Solving & Decision-Making:

• Ability to anticipate the needs of the executives and resolve issues quickly and efficiently.
• Proactive in addressing challenges and offering solutions that support executive priorities.

Discretion & Confidentiality:

• Proven ability to handle sensitive and confidential information with professionalism and discretion.
• Trustworthy and reliable, acting as a gatekeeper for the Group Operations office.

Technological Proficiency:

• Advanced skills in using digital tools for scheduling, document preparation, and project tracking.
• Familiarity with virtual meeting platforms and other collaboration tools.

Leadership & Relationship Management:

• Strong leadership qualities, capable of coordinating with other executive assistants and cross-functional teams.
• Excellent relationship-building skills, ensuring smooth communication between the Group Operations office and internal/external stakeholders.