Job Vacancy – Executive Assistant to the Managing Director of NAWEC

Job Description

Executive Assistant to the Managing Director of NAWEC


Position Executive Assistant to the Managing Director
Grade D
Role Summary The role of the Executive Assistant is responsible for provinding  comprehensive administrative support to the Managing Director. The role is key to facilitating the Managing Director’s effectiveness and acheiving organiational objectives, managing schedules, coordinating meetings, handling correspondence, and organizing travel arrangements. Additionally, maintaining confidentiality, managing information flow, supporting leadership team meetings, acting as a communication liaison, assisting in financial management tasks, and providing support on special projects and initiatives are key responsibilities integral to facilitating the Managing Director’s effectiveness and achieving organizational objectives.
Reporting Relationships Reports directly to the Managing Director
Duties and Responsibilities Confidentiality and Discretion:

·        Handle sensitive and confidential information with the utmost discretion and integrity, maintaining confidentiality at all times.

·        Exercise sound judgment and professionalism in dealing with sensitive matters and maintaining confidentiality in all interactions.

Administrative Support:

·        Manage the Managing Director’s calendar, schedule appointments, and coordinate meetings while ensuring optimal use of time and resources.

·        Handle incoming calls, emails, and correspondence, sorting,delegating,  prioritizing and responding appropriately on behalf of the Managing Director .

·        Prepare and organize documents, reports, presentations, and other materials for meetings and presentations.

·        Arrange domestic and international travel arrangements for the Managing Director, including flight bookings, hotel accommodations, transportation, and visa processing.

·        Prepare detailed itineraries and travel packs, ensuring all necessary arrangements are in place for a smooth travel experience.

·        Screen all visitors to the Managing Directors Office and determine what level of support they need while offering polite, professional customer service.

Information Management:

·        Manage the flow of information to and from the Managing Director’s office, ensuring timely dissemination of relevant updates, reports, and announcements.

·        Maintain an organized filing system for documents, records, and confidential information, both electronically and in hard copy.

Coordination and Support of Senior Leadership Team Meetings:

·        Organize and coordinate Senior Leadership Team Meetings, take minutes, and prepare concise summaries and action points for distribution to Directors and followed-up.

·        Organize and coordinate other meetings, conferences, and events attended by the Managing Director, including scheduling, venue booking, agenda preparation, and follow-up actions.

Communication Liaison and Relationship Management:

·        Act as a liaison between the Managing Director and other departments, executives, and stakeholders. Facilitate effective communication channels to ensure alignment on objectives and initiatives.

·        Cultivate and maintain positive relationships with key stakeholders, including board members, senior executives, government officials, and external partners.

·        Coordinate meetings, events, and engagements with stakeholders, ensuring the Managing Director’s availability and participation as required.

Financial Management:

·        Be responsible for the financial management tasks under the Office of the Managing Director such as budgeting, expense tracking, and financial reporting. Work closely with the finance department to ensure alignment with financial goals and objectives.

Special Projects and Initiatives:

·        Provide support to the Managing Director on special projects, initiatives, and strategic priorities, undertaking research, analysis, and coordination as needed.

·        Collaborate with other members of the executive team and cross-functional departments to achieve organizational goals and objectives.


Qualifications and skills ·        Bachelor’s degree in Business Administration, Management, or related field preferred.

·        Proven experience as a Personal Assistant or Executive Assistant, preferably supporting C-level executives.

·        Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines effectively.

·        Strong english communication skills, both written and verbal, with the ability to interact professionally with stakeholders at all levels.

·        Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

·        Discretion and confidentiality in handling sensitive information and matters of a confidential nature.

·        Adaptability and resourcefulness in a dynamic and fast-paced environment, with a proactive approach to problem-solving.

·        Professionalism, integrity, and a positive attitude, with a commitment to delivering high-quality service and support to the Managing Director.