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Job Purpose
To provide high-level executive, administrative and coordination support to the Executive Director in overseeing multi-sector business operations. The role ensures efficient communication, timely execution of decisions and seamless coordination across business units and support functions.
Key Responsibilities
1. Executive Scheduling and Calendar Management
Manage and maintain the Executive Director’s calendar, appointments and meeting schedules.
Prioritize engagements based on business urgency and importance.
Arrange and coordinate meetings, including venue, agenda, presentations, necessary materials and documents.
Record and distribute meeting minutes in a timely manner.
Track action items and follow up with responsible parties to ensure completion.
2. Cross-Business Unit Coordination
Act as a central coordination point between the Executive Director and business units, departments and functions.
Monitor the progress of key initiatives and projects across sectors.
Ensure alignment of departmental activities with executive directives by coordinate with internal departments.
Track documents and approvals requiring the Executive Director’s review and signature.
Facilitate effective communication between departments to ensure operational continuity.
3. Executive Communication Management
Draft, review and manage correspondence, emails, reports and presentations on behalf of the Executive Director.
Serve as a point of contact for internal and external stakeholders when required.
Maintain strict confidentiality of all sensitive information.
Compile and consolidate weekly, monthly and ad-hoc reports across business units.
Maintain proper filing systems for both digital and physical documents.
Prepare summary dashboards and executive reports for management review.
4. Travel and Event Coordination
Arrange domestic and international travel, accommodation and logistics for the Executive Director and related parties.
Prepare travel itineraries and meeting schedules.
Support coordination of executive meetings and stakeholder engagements.
5. Confidential and Sensitive Matters
Assist in handling confidential matters including personnel issues, strategic projects and corporate communications.
Ensure all sensitive documents and information are handled securely and professionally.
Assist in additional tasks as required or as directed.

Required Qualifications

• Bachelor’s degree in Business Administration or related field (preferred)
• 3–7 years of experience in executive or administrative support
• Strong proficiency in Microsoft Office / Google Workspace
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• High level of discretion and confidentiality
• Ability to work independently under pressure