JOB DETAILS:

Job duties:

• • Manage the executive’s calendar, schedule appointments, and organize meetings, ensuring all engagements are well-prioritized and conflict-free.
  • Coordinate local and international travel, including booking flights, accommodations, ground transportation, and preparing travel itineraries.
  • Draft, proofread, and format internal and external documents with high attention to detail.
  • Track action items, follow up on pending tasks, and ensure deadlines are met across multiple ongoing projects.
  • Maintain organized filing systems (digital and physical) for documents, reports, and correspondence.
  • Screen emails, calls, and other communications, respond when appropriate, and flag urgent matters.
  • Create and manage task lists, reminders, and checklists to support structured work routines.
  • Support the executive in organizing workshops, meetings, and events, including preparing agendas and taking meeting notes.
  • Liaise with internal departments and external partners on behalf of the executive, ensuring clear communication and timely updates.
  • Maintain confidentiality and exercise discretion when handling sensitive information.
  • Anticipate the executive’s needs and provide proactive solutions before issues arise.
  • Monitor office and personal supplies for the executive and handle procurement as needed.

Ideal Traits & Qualities

• Highly organized and structured in their approach to work
• Detail oriented and meticulous with task execution and follow-ups
• Able to work with minimal supervision, showing strong initiative
• Reliable and consistent in meeting deadlines
• Comfortable with setting routines, checklists, and systems
• Has a professional demeanor and communicates clearly
• Good at anticipating needs and problem-solving independently
• Demonstrates discretion, loyalty, and confidentiality

Skills

• Calendar and schedule management
• Task tracking and prioritization
• Travel and logistics coordination
• Document preparation and formatting
• Handling emails and communications
• Familiarity with productivity tools (e.g., Google Workspace, Microsoft Office, Notion, Trello)