Executive Assistant

Role Overview

The Executive Assistant to the ExCom Committee will be responsible for providing comprehensive administrative and coordination support to ensure the effective functioning of the Executive Committee. The role involves managing the ExCom calendar, preparing agendas, recording and circulating Minutes of Meetings (MoMs), and driving timely follow-ups on action items.

Key Responsibilities

• ExCom Calendar Management:

  Schedule, organize, and manage ExCom meetings, ensuring alignment with member availability and business priorities.

• Agenda Preparation:

  Draft and circulate meeting agendas in consultation with the ExCom members.

• Minutes of Meetings (MoMs):

  Accurately record, draft, and circulate MoMs within stipulated timelines.

• Action Tracking:

  Monitor and follow up on decisions and action points from ExCom meetings with respective stakeholders.

• Documentation & Coordination:

  Maintain organized records of ExCom discussions, reports, and presentations.

• Communication:

  Act as the central point of contact for ExCom-related coordination, ensuring timely communication with internal and external stakeholders.

• Confidentiality:

  Handle sensitive information with the highest level of integrity and discretion.

Qualifications & Skills

• Master degree in Business Administration, Management, or related field.
• 36 years of experience as an Executive Assistant, preferably supporting senior leadership or committees.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, confidentiality, and interpersonal skills.

Key Competencies

• Attention to Detail

  – Accuracy in minutes, documentation, and coordination.

• Stakeholder Management

  – Ability to coordinate effectively with ExCom members and departmental heads.

• Follow-up & Accountability

  – Ensures action points are completed within timelines.

• Proactive Planning

  – Anticipates meeting requirements and ensures readiness.

• Confidentiality & Discretion

  – Maintains integrity in handling sensitive information.