Executive Assistant

Role Summary

• As an Executive Assistant, you will enhance the assigned Principal’s effectiveness by providing various levels of organization, coordination, and management support.
• You will aim to simplify the day-to-day interactions of the Principal by providing frictionless support and ensuring that tasks and projects are on track using a high degree of professionalism, initiative, and independence.

Key Responsibilities
Scheduling and Meeting Management:

• Act as a primary point of contact for internal and external stakeholders on all matters pertaining to the Principal;
• Manage the Principal’s calendar adequately during business hours for business and personal matters including non-work-related events during those hours to avoid conflicts;
• Track and maintain a high-priority list for activities and remind the Principal as appropriate;
• Schedule, plan and organize meetings, conference calls, locations/rooms as applicable.

Executive Communication:

• Maintain strict confidentiality of all sensitive information from the Principal’s office both internally and externally;
• Prepare internal and external letters and documents, including meeting plans and notes on behalf of the Principal;
• Optimize time by managing all internal and external phone calls, emails and correspondences on behalf of the Principal.

Overall Administration:

• Provide hospitality to guests and create a welcoming environment;
• Manage databases and filing system for the Principal’s office including audits, advances and retirement of expense reports;
• Coordinate with the admin team to arrange domestic and international travels and logistics for the Principal, including event management support and coordination of meeting logistics;
• Liaise with the office assistants to ensure that the Principal’s office is clean at all times and escalate utility faults as appropriate;
• Ensure stock up of utility supplies for the Principal’s office and manage refreshments, supplies and food orders.

Requirements
Essential:

• Academic training: Minimum of a Second-class Upper Bachelor’s Degree in Administration, Secretarial Studies, Social Sciences or a similarly relevant field from a reputable and accredited university.
• Experience: 3-5 years of progressive experience in office management systems and procedures. Prior experience as an Executive Assistant or Administrative Officer in a reputable organisation is a plus.

What we Value:

• A genuine interest and commitment to the mission and values of SCIDaR;
• Intellectual curiosity and a strong appetite for continuous learning and development;
• Strong analytical, strategic and problem-solving abilities, coupled with creative and logical thinking;
• Initiative, ownership and a results-oriented approach to achieving meaningful outcomes;
• The ability to collaborate effectively with diverse teams and engage constructively with colleagues and stakeholders at all levels;
• Adaptability and resilience, with the ability to thrive in a fast-paced, dynamic environment and manage competing priorities;
• Strong attention to detail and a consistent commitment to delivering high-quality work;
• Excellent verbal and written communication skills, with the ability to communicate ideas clearly and effectively;
• Openness to feedback and a willingness to learn from and contribute to colleagues at every level of the organization.

What We Offer

• At SCIDaR, beyond a competitive salary and comprehensive benefits, we offer an exciting, fast-paced and intellectually stimulating environment where ambitious individuals can learn, grow and make a meaningful impact.
• You will have access to continuous learning and development opportunities, hands-on exposure to challenging projects, mentorship from experienced professionals, and opportunities to take on increasing responsibility and build a rewarding career.
• We provide a collaborative workplace where talented, driven individuals are empowered to develop their skills, expand their networks and reach their full potential.

Method of Application

Interested and qualified? Go to Solina Centre for International Development and Research (SCIDaR) on odoo.scidar.org to apply