Job Summary:
1. Booking flights and hotel rooms for the executive director.
2. Monitoring the executive director's schedule and ensuring smooth workflow.
3. Understanding the itinerary of business trips, including locations, timings, and appropriate reservations according to the company's internal system.
4. Receiving incoming calls to the executive director's office and redirecting them to the appropriate individuals.
5. Receiving incoming mail for the executive director's office, recording it, and delivering it to the relevant parties.
6. Arranging shipments for the executive director's office in coordination with document shipping companies and ensuring their delivery to the relevant parties
7. Coordinating all travel arrangements and external events for the executive director.
8. Arranging and prepping meeting venues and equipment, ensuring all necessary supplies are in place.
9. Preparing and reviewing reports and presentations and passing them on to the executive director.
10. Handling some email correspondence on behalf of the executive director as per their instructions.
11. Performing physical and digital archiving of documents and registering them in the database for future reference.
12. Monitoring task execution with the team and managing priorities.
13. Ensuring the continuous availability of office supplies, stationery, and hospitality materials for the general administration office.
14. Attending select meetings and recording meeting minutes.
15. Sending meeting decisions to relevant managers, following up on their implementation, and updating meeting outcomes for presentation to the executive
director.
16. Preparation of periodic reports on management activity.
17. Provide the necessary support to the line manager and perform any other functions in his or her competence