About the Role
The EA Coordinator supports the CEO and Executive Director (ED) in administrative coordination, communication management, and internal engagement activities. The role ensures smooth daily operations, timely processing of documents, and organized executive scheduling support.
Key Responsibilities
Executive & Administrative Support
- Manage and monitor CEO and ED email inboxes, ensuring proper tracking and timely follow-up of action items.
- Coordinate and ensure all Purchase Orders (POs) are reviewed and signed in a timely manner.
- Assist in tracking outstanding approvals and follow up with relevant departments as required.
- Support executive calendar updates, including travel arrangements and key appointments.
- Coordinate and arrange meetings upon request from HODs and internal stakeholders.
- Ensure proper time allocation, meeting prioritization, and avoidance of scheduling conflicts.
Expense & Payment Coordination
- Serve as a trusted liaison between the Director, CEO, internal teams, and external stakeholders.
- Manage correspondence, inquiries, and meeting requests; ensure timely responses and follow-ups.
- Maintain professional relationships with clients, partners, vendors, and other key contacts.
- Assist in drafting company announcements, press statements, and communications aligned with corporate branding.
- Ensure consistency and adherence to corporate branding across all internal and external documents.
Travel & Logistics Coordination
- Assist with flight check-in and basic travel coordination for management.
- Update and maintain accurate travel details in executive calendars.
- Ensure travel-related information is properly communicated and documented.
Executive Personal Administration (Limited Scope)
- Handle minor personal administrative matters for CEO and ED
- Ensure proper documentation and timely follow-up of such matters while maintaining confidentiality and professionalism.
Qualifications & Experience
- Diploma or Degree in Business Administration, Communications, or related field.
- Minimum 12 years of administrative or coordination experience preferred.
- Proficient in Microsoft Office (Excel, Word, PowerPoint).
- Strong organizational and follow-up skills.
- Able to manage multiple tasks and prioritize effectively.
- Professional communication skills (written and verbal).
- High level of discretion and confidentiality. Detail-oriented and proactive.
- Strong sense of urgency
- Accountability
- Organized and structured thinking
- Initiative and problem-solving mindset
- Positive attitude and teamwork spirit
