Executive Assistant at Sankore Global

About the role.

• The Executive Assistant has the overall responsibility of providing high-level administrative support to the CEO, ensuring smooth day-to-day operations of the office. The individual serves as the primary point of contact for internal and external interactions on all matters pertaining to the Office of the CEO and a liaison to senior management teams; organizes and coordinates external relations efforts; overseas and works independently on special projects from conception to completion.
• The position requires an individual who is self-directing with minimal supervision, creative, and enjoys working within a small, entrepreneurial environment that is mission and results-driven oriented.
• The EA is expected to be highly organized, proactive, and capable of managing multiple priorities. This role requires a deep understanding of executive needs, exceptional communication skills, and the ability to handle sensitive and confidential information.
• The Executive Assistant reports directly to the CEO and must be able to work under pressure to handle a wide variety of activities with discretion.

Key responsibilities

Executive Support:

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; composing and preparing correspondence, maintaining an organized filing system of paper and electronic documents, arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Prepare reports and documents required for decision making when required.
• Plan, coordinate, and ensure the CEO's schedule is followed and respected.
• Process and track expenses, ensuring timely submission and adherence to company policies.
• Screen incoming visitors, phone calls, communication for relevance, prioritization, and importance.
• Draft, proofread, and edit correspondence, reports, and presentations. Respond to emails and inquiries on behalf of the CEO.
• Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Organize and prepare for meetings, including gathering documents, setting up conference calls, and managing meeting logistics.
• Anticipate needs, manage priorities, and ensure executives’ time is optimized for business-critical tasks.
• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison:

• Serve as a liaison between executives and internal/external stakeholders, including clients, board members, and staff.
• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings, coordinating the agenda of management meetings and general Team meetings, and attending meetings with the CEO.
• Assists in ensuring that the CEO's bio is kept updated and responds to requests for materials or documents regarding the CEO.
• Edits and completes first drafts for written communications to external stakeholders.

Special Projects:

• Assist with various strategic initiatives and ad-hoc projects as required.
• Provide support on projects by tracking deadlines, following up on action items, and preparing reports.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.

Event Management:

• Organize and manage high-level events, meetings, and conferences, ensuring all logistics align with the CEO's objectives.
• Oversee invitations, guest lists, and RSVP tracking, ensuring key stakeholders and VIP guests are accommodated and well-informed.
• Develop detailed event agendas and itineraries, coordinating with the CEO and relevant departments to ensure smooth event execution.
• Provide hands-on support during events, handling last-minute changes, and ensuring seamless execution, while prioritizing the CEO’s needs and preferences.
• Prepare post-event reports and feedback analysis.

Minimum Qualifications:

• Bachelor’s degree in business administration, Law, Communications, or any other related field. Master’s degree is an added advantage.
• 5 - 6 years’ experience with a minimum of 3 years’ experience supporting C-Suite Executives.
• Experience and Interest in internal and external communications.
• Well-developed quantitative and qualitative skills, including proficiency in Microsoft Office suits such as Word, Excel, PowerPoint and Social Media web platforms.
• Experience working in a corporate setting, particularly within finance or consulting, sectors.
• Familiarity with project management tools and virtual meeting platforms (Zoom, MS Teams).
• Experience managing both onsite and remote executives.

Desired Skills & Attributes

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members, board members and external partners.
• Ability to work independently, exercise good judgment, and maintain confidentiality.
• Expert level written and verbal communication skills.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Strong leadership and managerial skills.
• Intellectually curious.
• A strong focus on excellence. Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• A thirst for knowledge and learning.
• Demonstrate a deep sense of emotional maturity.
• Highly resourceful team-player.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.