[ref. r705602] Executive Assistant & Department Admin

We are seeking a highly organized and proactive Executive Assistant & Department Administrator to provide comprehensive administrative support to senior leadership while managing daily operations within the department. This role requires a detail-oriented professional capable of handling confidential information, coordinating departmental activities, and supporting the executive's productivity.

Key Responsibilities:

Executive Support:

• Provide administrative support to executives, including calendar management and scheduling.
• Manage email communications, draft responses, and follow up on action items.
• Aid executives in preparing for meetings and engagements.
• Respond to emails and document requests on behalf of executives.
• Draft slides, meeting notes, and executive-level documents.
• Assist in the preparation of reports, presentations, and documentation.
• Liaise with internal teams and external stakeholders on behalf of executives.
• Organize and support executive-level meetings, including agenda creation and minute-taking.
• Coordinate complex travel arrangements and itineraries.
• Handle confidential information with professionalism and discretion.

• Serve as the main administrative point of contact for the department.
• Maintain departmental records, files, and documentation in an organized and accessible manner.
• Coordinate departmental meetings, training sessions, and internal events.
• Assist with departmental budgeting, procurement processes, and expense tracking.
• Support HR-related activities such as onboarding, attendance tracking, and maintaining staff directories.
• Track project milestones, deadlines, and deliverables.
• Perform general office duties and support additional administrative tasks as needed.

• Bachelor’s degree in Business Administration, Communications, or related field (preferred).
• 3+ years of experience as an executive assistant or administrative professional.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Proven ability to work independently with minimal supervision.