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 8–12 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.