Job Description

Provide high-level administrative and operational support to the Director General, overseeing the smooth functioning of day-to-day activities, managing complex schedules, coordinating high-stakes meetings and events, and ensuring efficient communication within the organization. This role acts as a key liaison, facilitating information flow, tracking budgets, managing documentation, and ensuring compliance with organizational policies and confidentiality standards to enhance operational effectiveness.Job Specific AccountabilitiesExecutive Administrative SupportDeliver comprehensive administrative support to the Director General by managing calendars, prioritizing meetings, and organizing critical tasks to optimize time and effectiveness.Arrange and manage the Director General's schedule, ensuring engagements are efficiently prioritized, and meeting logistics are seamlessly coordinated.Coordinate detailed travel arrangements, including international and domestic flights, accommodations, and ground transport, aligning all logistics with the Director General's schedule and preferences.Prepare, edit, and manage communications, such as emails, official memos, and reports, on behalf of the Director General, ensuring clarity, accuracy, and adherence to organizational standards.Manage office supply inventory and coordinate resources for meetings, workshops, and training sessions, ensuring the availability of required materials.Support strategic project management efforts by tracking deadlines, deliverables, and action items, ensuring progress aligns with organizational goals and timelines.Communication and CoordinationOrganize and coordinate logistics for high-priority meetings and events, including scheduling, agenda preparation, minute-taking, and follow-up actions to facilitate successful outcomes and effective communication.Act as a primary contact for internal and external communications, handling inquiries and coordinating responses on behalf of the Director General to ensure timely and efficient information flow.Foster a collaborative work environment by providing administrative support to team members, assisting with tasks, and coordinating daily activities across the Director General’s support team.Attend key meetings and prepare and distribute accurate minutes to relevant stakeholders, ensuring alignment and follow-up on discussed actions.Compliance and ConfidentialityUphold the highest level of confidentiality in handling sensitive information, ensuring compliance with organizational policies and procedures in all administrative and operational activities.Maintain organized and accurate records of all official documentation, ensuring compliance with regulatory standards and facilitating easy retrieval when required.