Responsibilities

1. Executive Calendar Management

• Manage and maintain the BOD’s calendar and appointment schedule
• Coordinate internal and external meetings and ensure proper scheduling priorities
• Provide reminders and ensure timely preparation for meetings

2. Meeting Coordination

• Prepare meeting agendas and collect required materials from departments
• Record meeting minutes and summarize key decisions and action items
• Maintain proper documentation of meeting records

3. Task Follow-up & Coordination

• Track action items assigned by the Director
• Follow up with relevant departments to ensure timely completion of tasks
• Maintain task trackers and provide updates when required

4. Communication Support

• Draft emails, letters, and internal memos on behalf of the Director
• Coordinate communication between the BOD office and internal departments
• Assist in responding to external inquiries when required

5. Documentation & Filing

• Maintain organized records of reports, presentations, and executive documents
• Ensure confidential information and documents are properly managed
• Maintain digital and physical filing systems for executive office records

6. Report & Presentation Support

• Assist in preparing reports, presentations, and briefing materials
• Compile information from different departments for executive review
• Ensure documents are properly formatted and ready for presentation

7. Administrative Support

• Assist with travel arrangements and meeting logistics when required

Bachelor’s degree in Business Administration, Management, or related field.

3–6 years of experience in Executive Assistant, Personal Assistant, or senior administrative roles.

Experience supporting senior management or executives is preferred

Confidentiality: handle sensitive information with extreme discretion and maintain the integrity of the Board of Directors’ office

Communication Skills: interact professionally with internal departments and external stakeholders.

Microsoft Office Suite: (Advanced Excel, PowerPoint)

Collaboration Tools: (Google Workspace, Zoom, Microsoft Teams)

Task Management Tools: (Trello, Asana or HRIS/ERP)