Secretary To Executive Director

We are seeking a highly organized and efficient Secretary to support the Executive Director. The ideal candidate will have a minimum of 3 years of relevant experience, a proven ability to handle confidential information, and excellent communication skills. As a Secretary, you will play a critical role in ensuring the smooth operation of the Executive Director’s office, handling a wide range of administrative tasks, and acting as a point of contact between the Executive Director and internal/external stakeholders.

Key Responsibilities:

1. Administrative Support:
   Provide high-level secretarial and administrative support to the Executive Director.
   Manage and maintain the Executive Director's calendar, scheduling meetings, appointments, and travel arrangements.
   Organize and prepare documents, reports, and presentations for meetings and conferences.
   Act as a liaison between the Executive Director and staff, clients, partners, and other stakeholders.
   Handle incoming communications, such as phone calls, emails, and letters, ensuring timely responses.
   Draft, review, and distribute correspondence on behalf of the Executive Director.
2. Meeting & Event Coordination:
   Schedule, coordinate, and prepare materials for executive meetings and conferences.
   Take minutes during meetings and follow up on action points.
   Organize internal and external events, including venue booking, catering, and other logistics.
3. Document Management:
   Maintain confidential files and records, ensuring they are organized and easily accessible.
   Prepare reports, briefs, and other documents as required by the Executive Director.
   Ensure proper document flow and follow-up on outstanding tasks.
4. Travel & Expense Management:
   Arrange travel and accommodations for the Executive Director for both domestic and international trips.
   Prepare and process expense reports, invoices, and reimbursements.
5. Project Support:
   Assist with special projects and research as required by the Executive Director.
   Track project progress and ensure timely delivery of milestones.