Personal Assistant (Executive Director’s Office) - #1168598

RESPONSIBILITIES

The Personal Assistant provides confidential, high-level secretarial and administrative support to the Executive Director and the Deputy Director. The role requires strong discretion, professionalism, organisation, and follow-through to ensure the smooth running of the Executive Director’s Office and effective coordination with internal and external stakeholders.

• Serve as the confidential Personal Assistant to the Executive Director Office, exercising a high level of discretion and acting as the first point of contact and gatekeeper for the Executive Director’s Office.

• Manage both the Executive Director’s and the Deputy Executive Director’s calendar, including scheduling, rescheduling and coordinating internal and external meetings, appointments and follow-ups.

• Handle enquiries, take messages and provide timely updates for the Executive Director's Office (EDO), escalating urgent or sensitive matters promptly.

• Receive and manage incoming correspondence, mail and documents for the EDO, including reviewing, sorting, redirecting and taking appropriate follow-up action.

• Review internal and external corporate documents, including contracts, funding agreements and project proposals, and highlight matters requiring the Executive Director and/or Deputy Executive Director's attention or approval.

• Draft, proofread and edit correspondence, emails, letters, reports, proposals and other documents to maintain a high standard of accuracy and presentation.

• Provide administrative and coordination support for the EDO projects, proposals and presentations, including conducting background research, analysing information and presenting findings clearly.

• Create, update or improve forms, templates and documents as assigned.

• Maintain accurate physical and electronic filing systems for minutes of meetings, funding documents, grants, contracts, internal and external memos, circulars and other key records.

• Ensure information is organised and retrievable to support historical reference, continuity and informed decision-making.

• Take minutes of meetings for EDO meetings and compile minutes for Management Staff Meetings and other meetings as assigned.

• Liaise with Heads of Departments and management team members to request, collate and report submissions for the Executive Director’s review or action.

• Track deadlines and provide systematic follow-up to ensure timely completion of departmental submissions, actions and decisions.

• Support coordination of Head of Department matters with the EDPO including appraisal related arrangements, contact time and other administrative requirements.

• Assist with Executive Director’s Office administrative matters, including processing business expenses, purchases and petty cash claims.

• Maintain office stationery, equipment, supplies, key press records and general office upkeep for the Executive Director’s Office.

• Receive visitors to the Executive Director’s Office in a professional and welcoming manner. • Coordinate appropriate office courtesies such as gifts, cards or birthday arrangements for the Chairman and Heads of Departments, where required.

• Maintain stakeholders’ confidence by protecting confidential information and ensuring sensitive matters are handled appropriately.

• Perform information updates and any other duties assigned to support the effective functioning of the Executive Director’s Office.

REQUIREMENTS

• Degree holder with at least 3 years of relevant working experience in a similar capacity, and experience in an SSA setting will be an added advantage.

• High ethical standards, discreet and uphold confidentiality.

• Mature, organised, meticulous and able to work independently and take initiatives.

• Strong organisational and time management skills to prioritise multiple tasks efficiently.

• Excellent spoken communication, written communication and interpersonal abilities for professional interactions at all levels.

• Attention to detail and a proactive approach to problem-solving.

• Proficiency in office software and digital tools for scheduling, document preparation, and communication

• Flexibility and adaptability to handle professional tasks, sometimes including extended hours.