Executive Assistant/Secretary

          Tasks

• Support the Secretary General in managing emails, calendar, and confidential files.
• Dispatch mail, invitations, and parcels addressed to the Secretary General.
• Manage the Secretary General’s calendar, meetings, and travel arrangements.
• Handle confidential information with discretion and maintain data privacy standards
• Assist with preparing presentations and briefing materials for meetings and conferences.
• Maintain contact lists and manage communication distribution for the SG office.
• Monitor deadlines and follow up on pending tasks to ensure timely completion
• Receive calls and visitors, screen requests, take messages, and redirect as needed.
• Organize and file documents, reports, and other materials.
• Oversee the preparation of materials and logistics for executive meetings and events, ensuring protocol compliance.
• Prepare agendas, take minutes, follow up on action points, and provide updates for official meetings.
• Support digital file management and archiving systems to ensure proper documentation
• Act as SG’s coordinator, maintaining relationships with executives, staff, legal counsel, regional offices, partners, and external stakeholders.
• Perform other duties assigned by the SG.

         Job Requirements:

• Bachelor’s degree in Business Administration, Communications, Public Relations, or a related field. Candidates with a Technical Degree and relevant experience are also welcome.
• Additional certification in office management or executive assistance is a plus.
• Minimum of 6-8 years’ experience in a similar role.
• Familiarity with office management and administrative procedures.
• Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
• High level of discretion and confidentiality in handling sensitive information.
• Strong interpersonal skills and ability to build relationships with internal teams and external stakeholders.
• Skilled in meeting coordination, minute-taking, and document preparation.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable using digital communication and calendar management tools.
• Strong written and verbal communication skills in English; proficiency in additional languages is an advantage.