Executive Secretary / Administrative Assistant / Education and Digital

Job description

The Personal Assistant (PA) will provide high-level administrative, social media, project management, and event planning support to senior executives. This role requires exceptional organizational skills, digital proficiency, and multitasking abilities to enhance executive efficiency and manage key projects.

The ideal candidate should be comfortable handling executive schedules, communications, AI-driven social media content, project tracking, and large-scale event coordination.

Key Responsibilities

A) Executive & Administrative Support

• Manage calendars, scheduling, and appointments for senior executives.

• Handle email correspondence, drafting responses and prioritizing urgent matters.

• Prepare reports, presentations, and documents for leadership meetings.

• Manage travel arrangements, accommodations, and itineraries.

• Act as a liaison between executives, internal teams, and external stakeholders.

B) Social Media Marketing Management

• Oversee social media strategy and content creation for the organization’s LinkedIn, Instagram, Facebook, and other platforms.

• Use AI-powered tools (e.g., ChatGPT, Canva AI, Jasper) to draft and refine social media posts.

• Schedule and manage posts using SocialBee, Hootsuite, or similar scheduling tools.

• Track engagement metrics and analytics to assess content performance.

• Research and implement SEO best practices for online visibility.

• Ensure all content aligns with the organization’s branding, leadership voice, and thought leadership goals.

C) Project Management

• Coordinate and oversee key projects, ensuring deadlines and deliverables are met.

• Maintain project timelines, workflows, and documentation using tools like Trello, Asana, or Notion.

• Collaborate with internal teams to drive project execution and monitor performance.

• Assist with budgeting, resource allocation, and reporting on project progress.

• Ensure project milestones are achieved and provide regular status updates to executives.

D) Planning & Organizing Events – Conferences

• Plan and manage corporate events, workshops, and conferences from inception to execution.

• Handle venue bookings, logistics, speaker coordination, and event timelines.

• Manage guest lists, RSVPs, and event registrations.

• Coordinate marketing materials, digital promotions, and social media campaigns for events.

• Ensure all events run smoothly and align with the organization’s goals and branding.

E) Confidentiality & Discretion

• Handle sensitive business and personal information with the utmost confidentiality.

• Act as a gatekeeper, ensuring executives’ time is optimally managed.

• Maintain professionalism when interacting with clients, senior stakeholders, and team members.

Requirements

Required Skills & Qualifications

• 5+ years experience as a Personal Assistant, Executive Assistant, or in a related role.
• Experience in social media management, digital marketing, or content creation.
• Proficiency in project management tools (Asana, Trello, Notion, or similar).
• Strong communication and writing skills, with an ability to craft professional correspondence.
• Event planning experience, preferably in a corporate or leadership setting.
• Advanced MS Office Suite skills (Word, Excel, PowerPoint, Outlook).
• Ability to handle high-pressure environments and multitask effectively.

Preferred Qualifications & Experience:

Diploma/Degree in Business Administration, Marketing, or Communications.

Project Management certification (PMP, PRINCE2, or equivalent) is advantageous.

Graphic design or video editing skills for social media content are a plus.

Previous experience in leadership development, HR, or coaching environments is beneficial.

Key Competencies

• Strategic Thinking & Execution – Ability to support executives in business growth strategies.

• Creativity & Digital Fluency – Comfortable leveraging AI for content creation and marketing.

• Organization & Time Management – Ability to juggle multiple projects, events, and responsibilities.

• Discretion & Professionalism – Handles confidential matters with integrity.

• Proactive & Self-Motivated – Takes initiative to anticipate needs and problem-solve effectively.

Reporting & Work Structure

• Reports directly to senior executives.

• Works closely with the Marketing, HR, and Event Planning teams.

• Role requires a combination of in-office and remote work (hybrid model possible).

Posted on 17 Apr 15:44, Closing date 25 Apr