Executive Assistant at West Africa Vocational Education (WAVE)

Key Responsibilities

Calendar & Scheduling

• Manage the Founding Partner’s calendar, including internal/external meetings, investor sessions, and personal appointments.
• Resolve scheduling conflicts, prioritize critical activities, and ensure preparedness for key engagements.

Communication & Coordination

• Act as liaison between the Founding Partner and stakeholders, ensuring timely, professional communication.
• Draft, edit, and review emails, reports, memos, and other documents.
• Coordinate internal updates and support information flow across departments.

Travel & Logistics

• Plan and manage complex travel arrangements: flights, hotels, visas, ground transport, and itineraries.
• Coordinate travel logistics across multiple time zones and prepare briefing documents.

Meeting & Event Support

• Organize meetings by preparing agendas, materials, and taking detailed notes.
• Manage logistics for team events, board meetings, and investor sessions.

Administrative Operations

• Handle expense reporting, procurement, vendor communication, and document filing.
• Support onboarding of new hires by coordinating logistics, equipment, and schedules.

Confidential Support

• Handle sensitive information with discretion and integrity.
• Represent the leadership team with professionalism and sound judgment.

Research & Document Preparation

• Conduct background research on companies, markets, investors, and events.
• Create and format presentations, decks, and reports aligned with company branding.

Task & Project Coordination

• Track progress of key initiatives, manage timelines, and coordinate stakeholders.
• Recommend systems and tools to improve operational efficiency.

Personal & Holistic Support

• Assist with occasional personal errands, RSVPs, and limited personal travel logistics.

Requirements

• Minimum of 3 years’ experience as an Executive Assistant, Personal Assistant, or similar high-level administrative support role.
• Strong organizational and multitasking skills in a fast-paced environment.
• Excellent communication skills, both written and verbal.
• High attention to detail, professionalism, and discretion when handling confidential information.
• Proficiency in Google Workspace (Docs, Sheets, Gmail, Calendar), Microsoft Office, and Zoom.
• Strong interpersonal skills and ability to coordinate across diverse teams and senior stakeholders.
• Experience managing travel logistics across time zones is an advantage.

Key Competencies

• Proactive, solution-oriented, and dependable.
• Calm under pressure with a strong sense of discretion and diplomacy.
• Flexible, service-minded, and resourceful with strong problem-solving skills.
• Able to anticipate needs and take initiative without supervision.