Executive Assistant

The Executive Assistant will provide high-level administrative support to the Department Director, ensuring the smooth operation of the office by handling a wide range of clerical, research, technical, and other administrative tasks.

This role requires a proactive individual with strong organizational and communication skills, as well as the ability to manage confidential information effectively.

The Executive Assistant will work closely with the Department Director to manage schedules, coordinate meetings, and provide critical administrative assistance.

Key Responsibilities :

• Provide high-level administrative support to the Department Director, including managing daily schedules, coordinating meetings, and handling communications.
• Conduct research and gather data to support decision-making and departmental projects.
• Prepare reports, presentations, and documents for the Director and departmental use.
• Handle confidential information with the utmost discretion and professionalism.
• Serve as a liaison between the Director and other staff members, departments, and external stakeholders.
• Assist with managing correspondence, including emails, phone calls, and other communications on behalf of the Director.
• Organize and maintain filing systems, records, and office documentation.
• Perform technical support tasks as assigned, ensuring efficient office operations.
• Assist in the coordination of special projects and events as needed.
• Manage travel arrangements, including booking flights, hotels, and transportation, and prepare related expense reports.

Minimum Qualifications :

• Graduation with a Bachelor’s degree from an accredited college or university with major coursework in Public Administration or a related field.
• At least four years of administrative or professional experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to handle multiple tasks and prioritize work effectively.

Preferred Qualifications :

• Previous experience working in an executive support role, particularly in a public administration or government environment.
• Familiarity with office procedures and technology related to managing high-level administrative tasks.
• Experience handling confidential information in a professional setting.

Skills and Competencies :

• Ability to work independently and proactively with limited supervision.
• Strong attention to detail and accuracy in administrative tasks.
• Problem-solving and critical-thinking skills.
• Ability to build and maintain positive working relationships with internal and external stakeholders.

Working Conditions :

This position is office-based with regular working hours. Occasional overtime may be required, particularly during busy periods or for special events and projects.