Job purpose:
The Executive Assistant provides comprehensive administrative and executive support to the Director, ensuring effective time management, coordination across regional stakeholders, and smooth day‑to‑day operations.
This role requires a high level of professionalism, discretion, and the ability to manage multiple priorities in a regional context.
RESPONSIBILITIES
- Manage the Director's calendar, appointments, and meetings, including coordination 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
- Support document control, approvals, and version management
- Assist with ad‑hoc tasks, special projects, and initiatives as assigned by the Director
- Support process improvements to enhance administrative efficiency
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REQUIREMENTS
- 3–5 years of experience as a Personal Assistant / 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.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- 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.
- Exposure to multinational or matrix organizations.
- Calm, proactive, and solution‑oriented mindset.
- Degree in Business Administration, Secretarial Studies, or a related field.
