The Personal Assistant will be providing support to the Executive Director (ED) of the National Initiative for RNA Biology & its Applications (NIRBA) in day-to-day administrative needs such as organising logistics for and other needs for appointments, claim reimbursements, and travel arrangements.
Administrative Support
- Assist the Executive Assistant in managing the Executive Director's calendar, scheduling meetings, and organizing travel logistics.
- Prepare and format documents, presentations, and correspondence.
- Help track deadlines, meeting follow-ups, and priority tasks.
- Support the coordination of internal and external meetings, including agenda preparation and materials distribution.
Operations & Communication
- Serve as a secondary point of contact for inquiries directed to the Executive Director's office.
- Manage incoming emails and phone calls, flagging urgent matters and drafting responses as needed.
- Maintain organized filing systemsdigital and physicalfor documents, records, and confidential materials.
- Assist in coordinating communications with stakeholders, including partner institutions, advisory groups, and scientific collaborators.
Event & Project Assistance
- Support the planning and execution of events, workshops, and site visits.
- Assist with travel itineraries, expense tracking, and reimbursement submissions.
- Help manage small projects or tasks as assigned by the Executive Assistant or Executive Director.
General Support
- Perform personal assistance tasks as needed (e.g., small errands, reservation bookings).
- Contribute to a professional, efficient, and welcoming environment for the Executive Director's office.
Qualifications:
- At least 12 years of administrative or assistant experience, or equivalent combination of education and experience.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to handle confidential information with discretion.
- Proficiency with productivity tools (e.g., Microsoft Office, Zoom).
- A proactive, flexible, and service-oriented mindset.
Preference will be given to those who have
- Experience supporting executives or senior leaders.
- Familiarity with scientific, academic, government, or nonprofit environments.
