Executive Assistant at Solina Centre for International Development and Research (SCIDaR)

Role Summary

• As an Executive Assistant, you will enhance the assigned Principal’s effectiveness by providing various levels of organization, coordination, and management support.
• You will aim to simplify the day-to-day interactions of the Principal by providing frictionless support and ensuring that tasks and projects are on track using a high degree of professionalism, initiative, and independence.

Key Responsibilities
Scheduling and Meeting Management:

• Act as a primary point of contact for internal and external stakeholders on all matters pertaining to the Principal;
• Manage the Principal’s calendar adequately during business hours for business and personal matters including non-work-related events during those hours to avoid conflicts;
• Track and maintain a high-priority list for activities and remind the Principal as appropriate;
• Schedule, plan and organize meetings, conference calls, locations/rooms as applicable.

Executive Communication:

• Maintain strict confidentiality of all sensitive information from the Principal’s office both internally and externally;
• Prepare internal and external letters and documents, including meeting plans and notes on behalf of the Principal;
• Optimize time by managing all internal and external phone calls, emails and correspondences on behalf of the Principal.

Overall Administration:

• Provide hospitality to guests and create a welcoming environment;
• Manage databases and filing system for the Principal’s office including audits, advances and retirement of expense reports;
• Coordinate with the admin team to arrange domestic and international travels and logistics for the Principal, including event management support and coordination of meeting logistics;
• Liaise with the office assistants to ensure that the Principal’s office is clean at all times and escalate utility faults as appropriate;
• Ensure stock up of utility supplies for the Principal’s office and manage refreshments, supplies and food orders.

Requirements
Essential:

• Academic training: Minimum of a Second-class Upper Bachelor’s Degree in Administration, Secretarial Studies, Social Sciences or a similarly relevant field from a reputable and accredited university.
• Experience: 3-5 years of progressive experience in office management systems and procedures. Prior experience as an Executive Assistant or Administrative Officer in a reputable organisation is a plus.

What we Value:

• A genuine interest and commitment to the mission and values of SCIDaR;
• Intellectual curiosity and a strong appetite for continuous learning and development;
• Strong analytical, strategic and problem-solving abilities, coupled with creative and logical thinking;
• Initiative, ownership and a results-oriented approach to achieving meaningful outcomes;
• The ability to collaborate effectively with diverse teams and engage constructively with colleagues and stakeholders at all levels;
• Adaptability and resilience, with the ability to thrive in a fast-paced, dynamic environment and manage competing priorities;
• Strong attention to detail and a consistent commitment to delivering high-quality work;
• Excellent verbal and written communication skills, with the ability to communicate ideas clearly and effectively;
• Openness to feedback and a willingness to learn from and contribute to colleagues at every level of the organization.

What We Offer

• At SCIDaR, beyond a competitive salary and comprehensive benefits, we offer an exciting, fast-paced and intellectually stimulating environment where ambitious individuals can learn, grow and make a meaningful impact.
• You will have access to continuous learning and development opportunities, hands-on exposure to challenging projects, mentorship from experienced professionals, and opportunities to take on increasing responsibility and build a rewarding career.
• We provide a collaborative workplace where talented, driven individuals are empowered to develop their skills, expand their networks and reach their full potential.