Job Description

Role Purpose

Provide high-level administrative support by handling information requests, and performing clerical functions such as scheduling meetings, assisting the executive director, documentation and archiving. May also supervise and orient lower-level clerical staff. 

Key Responsibilities

Executive Director's Office

Ensuring that the Executive Director is well-informed and reminded of all meetings, appointments and projects.

• To manage and maintain executive director's schedules.
• To make travel arrangements for executive director.  
• To file and retrieve corporate documents, records, and reports.  
• To schedule appointments of the ED and all his internal meetings and ensure that adequate preparations are made for them.
• To manage the ED and Staff’s travel including visa requests, hotel bookings, coordinate and adjust itineraries where needed.
• To co-ordinate the ED’s Personal and Official activities as assigned.

Documents and Archiving

Documentation and archiving is an integral part of the role of an executive assistant.

• To set up and support administrative policies and procedures.    
• To read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.  
• To maintain electronic and hard copy filling system
• To supervise the administrative assistant in filing and retrieving of official documents.

Administrative/Supervisory Role

The role of an executive assistant involves some administrative duties.

• To supervise other administrative staff in performing their duties.
• To attend meetings to record minutes. 
• To compile, transcribe, and distribute minutes of meetings.  
• To produce draft letters and documents as assigned
• To make arrangements, such as coordinating catering for staff meetings, conferences and fora.
• To supervise Administrative Assistant to provide receptionist services (greet and assist visitors, answer phones, direct calls and respond to inquiries)

Non-Administrative Role

The role of an executive assistant includes some non-administrative duties to ensure ED’s welfare

• To attend to hospitality needs of ED (meals, beverages, etc.)
• To attend to hospitality needs of visitors (ED and corporate visitors)

Required Skills or Experience

• Bachelors Degree or Diploma in Management or Human Resources
• 2 -3 Years experience in a similar role
• Experience in non-profit sector will be an advantage