Executive Assistant

Key Result Areas:

• Ensure the smooth day to day administrative and operational running of the Executive Office / Strategy & Impact function, in line with established procedures and priorities 

• Manage the Executive Director's calendar, diary, and meeting arrangements, coordinating logistics, invitations, and correspondence as instructed 

• Prepare and draft departmental documentation, including memos, correspondence, meeting materials, and minutes for meetings and committees 

• Prepare papers, presentations, reports, and other materials using PowerPoint, Excel, Word, and other appropriate tools 

• Review documents, forms, submissions, and reports for completeness and accuracy, including approval checklists, supporting documentation, and contracts/agreements submitted for signature, before processing 

• Read and analyze incoming memos, submissions, and reports to determine significance and coordinate appropriate distribution 

• Maintain organized and secure electronic and manual filing systems, and retrieve departmental records as requested 

• Support budget and workforce planning activities by assisting with the preparation and consolidation of required information, as instructed 

• Support coordination with Human Capital and other relevant departments by preparing documentation and following up on assigned requests 

• Assist in coordinating services with internal support functions (e.g., Procurement, Finance, IT) by facilitating requests under guidance 

• Compile information, draft summaries, and support the preparation of briefs and responses referred to by the supervisor 

• Assist with internal and external communications and stakeholder coordination under the direction of the supervisor 

• Coordinate routine business travel arrangements for the department in accordance with approved procedures 

• Plan, administer, and control office equipment and supplies, and monitor office facilities to ensure they remain safe, secure, well maintained, and compliant with applicable standards