Executive Associate

Job Responsibilities

1. Manage incoming and outgoing correspondence, emails, and telephone communications on behalf of the supervisor.
2. Handle and communicate confidential and sensitive information to senior management as required.
3. Provide administrative and operational information related to the division's activities and functions.
4. Draft routine correspondence and responses to inquiries, ensuring accuracy and professionalism.
5. Coordinate and follow up on responses to sensitive or priority matters.
6. Monitor deadlines and ensure timely submission of reports, correspondence, and other required documents.
7. Maintain the supervisor's calendar, schedule appointments, and coordinate meetings.
8. Arrange official travel, including itineraries, accommodations, and logistics for the supervisor.
9. Prepare briefing materials and supporting documentation for official meetings, events, and business trips.
10. Review and prepare documents for the supervisor's approval and signature, ensuring accuracy in content, grammar, and formatting.
11. Support training programs, capacity-building initiatives, and conferences by coordinating logistics with facilitators, venues, and service providers.
12. Maintain and update staff attendance and leave records.
13. Manage administrative supplies, office equipment, and inventory records to ensure smooth office operations.

Job Requirements

1. Strong organizational, planning, and prioritization skills, with the ability to manage multiple tasks proactively and anticipate needs.
2. Self-starter with a high level of initiative, confidence, and ownership of responsibilities.
3. Proven ability to handle confidential and sensitive information with discretion, diplomacy, and sound judgment.
4. Excellent written and verbal communication skills, with the ability to engage professionally with senior leaders and diverse stakeholders.
5. Strong interpersonal skills, including tact and diplomacy, and the ability to represent the supervisor effectively on administrative matters.
6. Proficiency in MS Word, Excel, PowerPoint, SharePoint, ERP systems, and the ability to collaborate effectively in diverse, multicultural environments.