Executive Administrative Assistant

About the role

The Executive Administrative Assistant provides comprehensive support to the Director, ensuring effective time management, coordination across regional stakeholders, and smooth day‑to‑day operations in a fast‑paced, multi‑time‑zone environment.

Key responsibilities

• Manage the Director’s calendar, appointments, and meetings, coordinating across multiple time zones.
• Prepare, review, and format presentations, reports, and correspondence.
• Handle confidential and sensitive information with the highest level of discretion.
• Arrange regional and international travel, including flights, accommodation, visas, and itineraries.
• Coordinate logistics for meetings, conferences, and regional events.
• Prepare detailed travel schedules and ensure timely follow‑up on travel claims and expenses.
• Liaise with country teams to coordinate meetings, collect updates, and track follow‑ups.
• Support preparation for regional management meetings, including agendas, minutes, and action tracking.
• Assist in aligning communications and timelines across stakeholders.
• Maintain organized digital and physical filing systems and support document control.
• Assist with ad‑hoc tasks, special projects, and initiatives as assigned by the Director.
• Support process improvements to enhance administrative efficiency.

Required profile

• 3–5 years of experience as a Personal Assistant or Executive Assistant, preferably supporting senior or regional management.
• Strong organizational and time‑management skills with excellent attention to detail.
• Excellent written and verbal communication skills in English.
• Comfortable working with senior stakeholders across different cultures and time zones.
• Ability to prioritize, multitask, and work independently in a fast‑paced environment.
• High level of professionalism, integrity, and confidentiality.
• Prior experience supporting a regional leadership role in a multinational or matrix organization.
• Degree in Business Administration, Secretarial Studies, or a related field.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint