Executive Administrative Assistant

Purpose and Summary

This role reports directly to the Managing Director (MD). The primary purpose is to free the MD's time from organizational and administrative tasks, allowing him to focus on strategic matters.

Responsibilities and Duties

• Serve as the first point of contact, handling email correspondence.
• Manage diaries, organize meetings, and appointments using Zoom, Google Calendar, and Outlook Calendar.
• Remind the MD of important tasks, deadlines, and events (e.g., training events and meetings).
• Type, compile, and prepare reports (e.g., workshop evaluation reports) and correspondence.
• Liaise with vendors (trade suppliers) and partners (e.g., external facilitators).
• Coordinate projects with clients, including administering assessment surveys, scheduling coaching and training sessions, resolving scheduling conflicts, and negotiating with clients on appointments.
• Provide administrative support for pre- and post-workshop activities as well as marketing campaigns.
• Offer tech hosting support for training events.
• Provide onsite support for training sessions.
• Undertake miscellaneous tasks to support the MD, with tasks to be discussed and agreed upon by both parties.

Qualifications and Qualities

• Strong working knowledge of the following software and apps:
• Microsoft Office Suite
• Canva
• Zoom
• Miro (preferred, not mandatory)
• Google Suite (Docs, Sheets, Forms)
• Dropbox
• MS 365
• Ability to prioritize, multi-task, and demonstrate resourcefulness, agility, and strong organizational and communication skills.
• Skilled at problem-solving (anticipating issues and providing solutions) and attention to detail.
• Experience in the training and consulting industry is an advantage.
• Diploma / Bachelor's degree or equivalent experience
• Experience in administrative and project management roles
• Strong written and verbal communication skills
• Ability to work in high-intensity, fast-paced environment