Executive Operations Associates

All VacanciesExecutive Operations Associates2026-04-21Applications ClosedApplication Deadline: April 30, 20261. Position SummaryExecutive Operations Associates provides high-level administrative, coordination, and operational and secretariat support to senior management, specifically Research Scientists and Executive Director and the institution as a whole. The role expects the candidate to leverage extensively recent advances in AI in general and Agentic AI in particular to experiment and make the processes more efficient. The role is critical in ensuring efficient office operations, effective communication, compliance with institutional and funding agency as requires, and smooth coordination across teams and stakeholders. 2. Key Duties and Responsibilities A. Executive & Management SupportProvide administrative and logistical support to senior management, including calendar management, meeting scheduling, and correspondence.Prepare meeting agendas, briefing notes, presentations, and minutes, track follow-up actions.Manage official communications, emails, and documentation on behalf of management as assigned.Support coordination with the Board, partners, donors, and external stakeholders.B. Meeting Scheduling & Executive SupportManage calendars, appointments, and meeting schedules for senior management.Coordinate internal and external meetings, including virtual and in‑person arrangements.Prepare briefing notes, presentations, and background materials as required.C. Travel Management & Claims AdministrationCoordinate domestic and international travel for senior management, including flight bookings, accommodation, visas, and logistics.Process travel advances, reimbursements, and travel claim in line with institutional and donor policies.Maintain accurate records of travel documents, approvals, and expense claims for audit and reporting purposes. D. Administration, Finance & Procurement SupportProvide administrative support to finance and procurement processes, including documentation, filing, and coordination with vendors and service providers.Assist in tracking contracts, payments, reimbursements, and administrative approvals.Ensure administrative processes comply with institutional procedures and donor requirements. E. Research & Academic Support (Administrative)Support administrative processes related to research activities, including profiling of researchers and institutional experts.Assist with administrative coordination for research paper submissions, publications, and documentation (no academic authorship responsibility).Maintain records of publications, citations, and research outputs for institutional reporting. F. Event, Training & External Engagement SupportSupport registration and administrative coordination for conferences, workshops, training, and external events involving NAAMII staff and management.Assist in organizing institutional events, meetings, and visits, including logistics and participant coordination.Maintain records of participation, registrations, and related documentation. G. AI Native Process TransformationExplore, Experiment, and Evaluate process transformations with AI tools and Agentic AIAssist in implementing AI Native vision and strategy of the team with regards to the tasks defined in previous sections 3. Required QualificationsEducation & Experience:Bachelor’s degree in business administration, Management, Social Sciences, Engineering, or a related field. Master’s degree is an added advantage. Two years of experience in an executive support, administrative, or office support role. Fresh graduates with strong willingness and ability to learn are also encouraged to apply. Experience working in a scientific research institution or project is added advantage.Preferred Skills & Competencies:Proficiency in, or strong willingness to learn and adopt, AI‑based productivity tools (e.g., document drafting, scheduling, summarization, research assistance) and AI agents.Ability to use digital tools efficiently while maintaining accuracy, confidentiality, and professional standards.Openness to innovation and continuous improvement in administrative and executive support functions. Ability to work independently and in a team within research-driven environment. Good communication skills to work with technical and non-technical stakeholders. Commitment to documentation, knowledge sharing, and best practices. 4. Reporting & Working RelationshipsReports directly to the Head of Operations and line management with Research Scientist. Works closely with Principal Investigator (PI), Co‑Investigators, Research Assistants, Technical Staff, Partner Institutions, Operations & Admin Team 5. Additional InformationTravel to field locations or partner meetings may be required depending on project needs.