Executive Assistant

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.