Executive Assistant
Role Purpose
The Executive Assistant & Program Coordinator provides advanced administrative and organizational support to a senior executive. Beyond traditional secretarial duties, this role involves coordinating key functional initiatives, managing vendor operations, and supporting program-level activities that enhance the effectiveness of the leadership office.
The ideal candidate will combine exceptional organizational and communication skills with a strong ability to manage multiple priorities, projects, and stakeholder relationships in a fast-paced environment.
Key Duties and Responsibilities
Executive & Administrative Support
- Manage the senior leader's calendar, appointments, and travel logistics.
- Coordinate leadership meetings, governance reviews, and site events, ensuring all logistics and pre-reads are in place.
- Prepare presentations, communications, and briefing materials with accuracy and professionalism.
- Handle confidential correspondence and information with utmost discretion.
Program & Initiative Coordination
- Support execution of key business or functional programs, including tracking deliverables, preparing progress reports, and managing timelines.
- Coordinate with cross-functional teams to ensure timely closure of assigned actions.
- Maintain dashboards, trackers, and periodic updates for leadership visibility.
- Assist in the planning and delivery of engagement or capability-building initiatives.
Vendor & Operations Management
- Manage vendor coordination for meetings, events, or administrative support functions.
- Oversee PO creation, invoice processing, and vendor payments in partnership with Finance and Procurement teams.
- Support execution of high-profile visits, conferences, and leadership offsites.
Communication & Stakeholder Management
- Liaise with internal and external stakeholders on behalf of the leader, ensuring clear and timely communication.
- Draft and circulate key updates, announcements, or minutes of meetings.
- Support the leadership team with data consolidation, scheduling, and follow-ups across projects.
Required Skills and Competencies
- Strong program coordination and follow-through skills.
- Excellent organizational and multitasking ability.
- High level of confidentiality and judgment in handling sensitive matters.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite, Teams, and collaboration tools.
- Strong interpersonal skills with the ability to work effectively across teams.
Qualifications and Experience
- Graduate with 812 years of experience in executive or administrative support roles.
- Prior experience in managing programs, events, or cross-functional initiatives is desirable.
- Experience working in a multinational or matrix environment is preferred.
