Executive Assistant to Director

Job summeryThe Executive Assistant to the Director will provide high-level administrative, coordination, communication, and organizational support to the Director. The role requires strong planning, discretion, communication, and multitasking skills to ensure the Director’s office operates efficiently and professionally.Key Responsibilities1. Executive SupportManage the Director’s calendar, appointments, meetings, and daily schedule.Coordinate and prioritize meetings, engagements, and commitments.Prepare meeting agendas, briefing materials, presentations, and reports.Maintain an organized filing and documentation system for the Director’s office.Provide timely reminders and follow-ups on important tasks and deadlines.Assist the Director in managing day-to-day administrative requirements.2. Communication & CorrespondenceDraft, proofread, and format letters, emails, memos, reports, and official correspondence.Manage incoming and outgoing communications on behalf of the Director.Coordinate communication between the Director and internal departments, clients, partners, government agencies, and other stakeholders.Maintain professional and confidential communication at all times.3. Meeting & Event CoordinationSchedule and coordinate internal and external meetings.Prepare meeting rooms, agendas, documents, and presentation materials.Attend meetings when required and prepare minutes and action points.Follow up with concerned personnel on assigned actions and deadlines.Coordinate official events, visits, appointments, and engagements involving the Director.4. Documentation & ReportingPrepare presentations, spreadsheets, reports, and other management documents.Maintain confidential records and important documents.Track correspondence, approvals, decisions, and pending matters.Assist in preparing management reports and briefing notes.Ensure documents submitted to the Director are accurate, complete, and properly organized.5. Coordination & Follow-UpCoordinate with different departments to ensure timely completion of tasks assigned by the Director.Monitor pending assignments and provide status updates.Act as a liaison between the Director’s office and relevant stakeholders.Support the implementation and follow-up of management decisions.6. Travel & LogisticsCoordinate domestic and international travel arrangements for the Director when required.Arrange transportation, accommodation, itineraries, and meeting schedules.Prepare travel-related documents and expense records.Coordinate logistics for official visits and business engagements.7. Confidentiality & Professional ConductHandle sensitive business, financial, personnel, and organizational information with strict confidentiality.Exercise sound judgment when dealing with confidential or sensitive matters.Maintain professional relationships with senior management, employees, clients, and external stakeholders.Required QualificationsBachelor’s degree in Business Administration, Management, Management, Communication, or a related field.Master’s degree/MBA is an advantage.3–6 years of relevant experience in executive assistance, administration, coordination, or a similar role.Experience supporting senior management or executives is preferred.