ROLE SUMMARY

The Executive Assistant is responsible for providing full executive support to the Regional Director including diary management, administration, travel arrangements, meeting preparation, working on specific projects and research as required.

ROLE POFILE

• To act as a first point of contact dealing with correspondence and phone calls.
• To proactively manage and coordinate the diary of the Regional Director by prioritizing and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plan and organize travel and accommodation when required.
• Maintain effective filling and data storage including emails and retrieval systems.
• To provide full support by dealing with all correspondence and calls, drafting routine letters to high standard, taking minutes in meetings, taking messages and other administrative tasks as required.
• To provide support for the Retail Executive Committee by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes and following up action points.
• Support the Regional Director to keep the Retail Executive Committee informed about the work of the organization and their appropriate training and induction.
• To plan and manage key organizational events such as Staff and Volunteer events, Strategy days, Staff briefings and others as required.
• Ensure that work is carried out in accordance with MAF’s values, equality aims, policies and procedures.
• Participate and contribute to organizational/team meetings as required.
• Provide reports for the Retail Executive Committee as required.
• Undertake any other appropriate duties as required to support the Regional Director to enable them to fulfil their role.
• Carry out all the duties with complete discretion and a high regard for confidentiality.

QUALIFICATION AND EXPERIENCE

• Degree in Communication/Public Relations or any relevant discipline
• Computer literacy
• A minimum of 3+ years relevant experience in a busy office in a similar position
• 2+ years of experience in the retail business or closely related industry
• Experience in managing multiple priorities, administrative coordination, and logistics

SKILLS

• Excellent presentation skills and the ability to train on system usage
• Time management and organizational skills
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills
• Proficient in Microsoft Office suite