Executive Assistant at ECLAT HR Consulting

Responsibilities

The ideal candidate will (but is not limited to):

• Provide high-level administrative and operational support to the Managing Director, ensuring seamless daily business operations.
• Anticipate the MD’s needs by proactively managing schedules, priorities, travel plans, and deadlines.
• Draft, proofread, and prepare professional reports, presentations, correspondence, board papers, and briefing materials.
• Manage the MD’s complex calendar, including appointments, meetings, conferences, board sessions, and events.
• Coordinate and organize local and international travel logistics (visas, itineraries, accommodation, and transport).
• Support meetings by preparing agendas, recording minutes, circulating action points, and tracking deliverables.
• Serve as the primary liaison between the MD and internal/external stakeholders, ensuring timely communication and follow-ups.
• Screen, prioritize, and respond to calls, emails, and correspondence with discretion and professionalism.
• Maintain and secure confidential files, documents, and records while ensuring accurate information management.
• Support budget preparation, monitor expenses, reconcile accounts, and prepare financial summaries for reporting.
• Track and monitor strategic projects, initiatives, and cross-departmental assignments, ensuring deadlines are met.
• Conduct research, compile data, and prepare policy or strategy briefs to support executive decision-making.
• Coordinate logistics for board meetings, retreats, stakeholder engagements, and other executive-level events.
• Build and sustain professional relationships with board members, partners, donors, and other key stakeholders.
• Identify opportunities to enhance efficiency, streamline office processes, and improve executive workflows.

Requirement:

• Bachelor’s Degree in Political Science, Public Administration, International Relations, Law, or related fields (Master’s degree is an advantage).
• 3–5 years of proven experience as an Executive Assistant, Personal Assistant, or in a policy/administrative support role.
• Strong knowledge of Political science and understanding of the political terrain.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Zoom, Teams, Slack, Asana, Trello etc.).
• Must maintain a polished, professional, and confident presence.

Required Competencies:

• Excellent report writing and documentation skills.
• Strong organizational and time management skills.
• Stakeholder engagement and relationship management.
• Research, policy analysis, and advocacy support.
• Strategic thinking and problem-solving skills.
• High ethical standards and commitment to organizational values.
• Advanced communication (oral and written)
• Professionalism, confidentiality, and discretion
• Attention to detail and accuracyInterpersonal and collaboration skills, including stakeholder engagement
• Adaptability and flexibility in dynamic environments
• Tech savvy with digital productivity tools / digital savviness.

​​​​​​​Note:  Only shortlisted candidates will be contacted.