Executive Assistant (Secretarial) to Secretary General

The ideal candidate should have the ability to exercise good judgment in a variety of situations, with strong articulation and coordination ability, written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant should have the ability to work independently on administrative/digitalisation projects from conception to completion and must be able to handle a wide variety of activities and confidential matters with discretion.1. Report directly to the Secretary General and lead the office and admin initiatives, manage filing system, maintain record of information and documents as needed and assist the Secretariat in data entry and compilation in ways that optimizes procedures.
2. Update paperwork and maintain documents ensuring accuracy and validity of information.
3. Schedule and plan meetings, appointments and maintain active follow-ups on the initiatives. organize and coordinate executive outreach and external relations efforts of the office of Secretary General.
4. Lead the digitalization initiative to transition into a paperless office.
5. Sort and distribute communications in a timely and effective manner
6. Perform office clerical duties and errands including mailing and filing correspondence, maintaining office equipment and supply inventory as needed
7. Coordinate with other departments to ensure compliance with established policies
8. Assist with organising events when necessary
9. Maintain trusting relationships with the member companies and colleagues
10. The Executive Assistant must be creative and should enjoy working in an environment that is result-driven and IPA member companies oriented.
Responsibilities include but are not limited to:
Knowledge Support
1. Management of the Secretary General's office, manage output, workflow and office deadlines;
2. Drafting the CEO's correspondence and reports;
3. Prepare agendas, take minutes of meeting and follow-up on action points;
4. Develop literature for internal and external correspondence, projects and campaigns, as may be required;
5. Provide research outputs, academic and technical inputs on Barefoot College's focus areas as required by the CEO;
Executive Support
1. Manage the travel and calendar of the Secretary General;
2. Communicate on behalf of the Secretary General, with offices of CEOs of Executive Council, staff, and others, on matters related to Secretary General initiatives.
3. Prioritize, and follow up on incoming issues and concerns addressed to the Secretary General, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
4. Successfully complete critical aspects of deliverables with a hands-on approach, including drafting communiqué's, and other tasks.
5. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Executive Council Support and Liaison
1. Serve as the Secretary General's administrative liaison to offices of Executive Council, Maintain discretion and confidentiality in relationships with all members;
2. Adhere to compliance with applicable rules and regulations set in bylaws regarding IPA Executive Council and Sub Committee matters, including advance distribution of materials before meetings in electronic/paper format.