Executive Assistant to Executive Director

Executive Assistant to Executive Director

Act as the first point of contact for the executive director, screening and directing incoming calls, emails, and visitors. Manage correspondence on their behalf.

Responsibilities

• Gatekeeping and communication : Act as the first point of contact for the executive director, screening and directing incoming calls, emails, and visitors. Manage correspondence on their behalf.
• Calendar Management : Expertly manage and prioritize the executive director's complex calendar, including scheduling meetings, appointments, and speaking engagements to align with strategic priorities.
• Travel Coordination : Arrange comprehensive domestic and international travel, including flights, hotels, and transportation. Prepare detailed itineraries and manage expense reports.
• Meeting preparation : Coordinate and prepare for meetings by drafting agendas, assembling materials, and gathering relevant background information. Take minutes and track follow‑up action items.
• Information and document management : Maintain organized digital and physical filing systems for confidential and sensitive documents, ensuring easy retrieval.
• Project Management : Assist in tracking and executing strategic initiatives and special projects. Monitor deadlines and follow up to ensure deliverables are met.
• Research and reporting : Conduct research and gather information as needed to support the executive director’s decision‑making.
• Process improvement : Identify opportunities to streamline administrative processes and workflow to increase overall efficiency.
• Strategic partnership : Act as a bridge for smooth communication between the executive and departmental heads.
• Discretion : Handle confidential and sensitive information with the highest level of integrity and discretion.
• Proactivity : Anticipate the needs of the executive director, offering proactive support and solutions to prevent problems before they arise.
• Judgment : Exercise mature professional judgment to make sound decisions regarding priorities with minimal guidance.

Qualifications

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