The purpose of this role is to provide high-level administrative and organizational support to executives, ensuring efficient management of their offices as well as the teams they support. The role requires strong attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.
Calendar & Schedule Management
Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and events
Coordinate internal and external meetings across multiple stakeholders and time zones
Prioritize and adjust schedules to optimize time management
Communication & Correspondence
Act as the first point of contact for the executive
Work with the relevant stakeholders in preparing documents for review and sign off by the executive
Support stakeholders and the executive in proposal writing, liaise with mailing clerks to ensure timely dispatch of the same
Screen and manage emails, calls, and other communications
Draft, review, and manage correspondence on behalf of the executive
Meeting Coordination
Prepare meeting agendas, materials, and presentations
Take minutes and track action items
Follow up on deliverables and deadlines
Travel & Logistics
Arrange travel (flights, accommodation, transport, visas)
Prepare itineraries and ensure smooth travel logistics
Handle expense reports and reimbursements
Administrative Support
Organize and maintain files, records, and documentation
Timely submission of partner timecards, managing and reporting of expenses, filing and archiving of documents
Oversee office management: manage office supplies and equipment, ensuring the Partner and manager workspaces are well resourced, clean, organized and functional.
Handle confidential information with discretion
Support day-to-day office operations as needed
Project Management
Coordinate Projects: Assist in planning and executing projects, track deadlines, and manage deliverables.
Stakeholder Management
Liaise with internal teams, clients, and external parties
Maintain strong professional relationships
Coordinate projects or strategic initiatives as assigned
Office & Personal Support (if applicable)
Support personal errands and tasks for the executive where required
Plan and participate in organizing events or corporate functions
Minimum years experience required
5 – 6 years’ experience in working with a C-Suite leader
Experience working in a very busy environment and demonstrated understanding of business principles
Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), digital and AI tools
Additional application instructions
Educational and Professional Qualifications
Diploma or Bachelor’s degree in a Business Administration, social studies or related field
Qualifications
BA/BSc/HND , Diploma
Experience Required
5 - 6 years
