Executive Secretary

Job Description

Responsibilities Coordinate with Program and Departmental Heads to ensure project timelines are followed. Identify gaps and potential risks in project implementation and report these to the Executive Director (ED) Support in the adoption of approved Policies and Standard Operating Procedures (SOPs) Manage the ED s calendar for program-specific and departmental review meetings Coordinate with relevant departments to ensure meetings are scheduled as per agreed timelines Set up internal meetings, draft agendas, and take detailed minutes of the meetings Distribute minutes, including task assignments, and responsibilities, to participants Follow up on assigned tasks and provide a dashboard to the ED for review and action Assist in establishing and strengthening HR development and monitoring systems Support in the documentation process, preparing PPTs, proposals, and reports Manage communications with donors and internal/external stakeholders Assist in strengthening relationships with external stakeholders through effective data management, coordination, and communication Maintain and organize important files, records, and databases, ensure they are up-to-date and easily accessible Handle sensitive information with discretion and maintain confidentiality. Act as a point of contact between the executive director and other departments, facilitating communication and information flow Requirements and skills Proven experience as an Executive Assistant, Personal Assistant or similar role. Excellent knowledge in MS Office Exceptional organizational and time management skills. Familiarity with latest tools and technologies in office management (e.g.