Executive Assistant

Basic Function (Summary of the function).

The Executive Assistant provides high-level executive, administrative, and coordination support to the department to ensure effective leadership, governance, and stakeholder engagement. The role involves managing the Senior Manager’s calendar and communications, coordinating meetings and institutional events, maintaining accurate records, and facilitating smooth information flow between the Office of the Senior Manager, Secretariat staff, the Council and external partners.

The incumbent serves as a trusted link ensuring confidentiality, discretion, and professionalism in all interactions and supports the organization’s governance processes through effective coordination with the Senior Executive Assistant to the ED, Senior Executive Assistant to Council and other Executive Assistants on the follow-up actions of the TVET Secretariat and the Council respectively.

a) Manage the calendar of the Senior Manager, including scheduling appointments, meetings, and travel arrangements.

b) Anticipate scheduling needs by understanding strategic priorities and proactively managing time blocks.

c) Coordinate meeting logistics, send reminders, and follow up on action items.

d) Arrange domestic and international travel, including flights, accommodation, ground transport, and itineraries of the department.

e) Oversee protocol and logistics for official engagements, conferences, and institutional events.

a) Act as the first point of contact for the Office of HOD, liaising with internal and external stakeholders.

b) Manage incoming communications, emails, calls, and correspondence, ensuring timely responses or appropriate delegation.

c) Draft, format, and proofread official documents including letters, memos, reports, speeches, and presentations.

d) Maintain confidentiality and discretion in all communications and interactions.

a) Prepare briefing materials, agendas, minutes, and follow-up action plans for meetings involving the Senior Manager.

b) Attend high-level meetings when required, documenting discussions and tracking action points.

c) Coordinate logistics for meetings including venue setup, virtual platforms, equipment, and hospitality.

a) Create and maintain organized digital and physical filing systems for sensitive and strategic documents.

b) Monitor key institutional deadlines, statutory submissions, and reporting obligations.

c) Compile data briefs, reports, and institutional updates as requested by the HOD.

a) Liaise with other Senior Managers, Managers and staff, government agencies, donors, and strategic partners on behalf of the Senior Manager.

b) Facilitate effective communication between the Office of the Senior Manager, Office of the ED, Council members, Secretariat staff, and other governance structures.

c) Represent the Office of the Senior Manager with professionalism, courtesy, and discretion.

a) Ensure the Office of the Senior Manager is fully operational, including supplies, refreshments, and a clean, functional workspace.

b) Collaborate with other Executive Support staff (executive assistants, administrative aides, communications officers) to ensure seamless coordination.

c) Track actions for the department, deliverables, any other requests made and deadlines across departments and partners, flagging items requiring executive attention.

a) Support the planning and execution of major institutional events, meetings, and stakeholder engagements.

b) Manage RSVP lists, seating arrangements, and preparation of talking points or speeches for the Senior Manager.

a) Work with the department of Legal Services, the Senior Executive Secretary to the Council on coordinating documentation, and communication related to Council meetings and activities, as required by the Senior Manager.

b) Follow-up actions from the Office of ED and the Council and provide feedback to the Senior Manager.

a) Supervision of the support team (driver, office attendant) of the Senior Manager and any other service providers that may be enlisted from time to time.

b) Coach, mentor and support performance management processes for the support team

c) Perform any other related duties as may be assigned by the Senior Manager.

Supervision received: Directly supervised by the Senior Manager

Supervision exercised: Supervises the Driver (s) and Office Attendant in the office of the Senior Manager.

Education

a) Bachelor’s degree in Public Administration, Business Administration, Office and Information Management, Secretarial Studies, Social Sciences, or a related field from a recognized institution.

b) Post graduate qualifications in Public Administration, Business Administration, Office and Information Management, Secretarial Studies, Social Sciences, or a related field from a recognized institution is an added advantage.

c) Training in Executive Office Management, Protocol, or Administrative Coordination is desirable.

a) At least 3 years of progressively responsible experience in providing executive or administrative support to senior management, preferably in a public institution, international organization, or corporate setting.

b) Demonstrated experience in coordinating high-level meetings, preparing executive briefs, managing schedules, and handling sensitive information with discretion.

c) Proven track record in liaising with internal and external stakeholders, including senior government officials, development partners, senior management members and Board or Council members.

d) Supervision experience for support staff of at least 3 years

e) Experience in records management, protocol management, and preparation of executive documentation.

f) Experience working in a fast-paced environment with competing priorities and tight deadlines.

Knowledge & Skills

a) Demonstrated ability to provide high-level administrative and logistical support to senior executives, manage complex calendars, coordinate meetings, and ensure timely follow-up on action items.

b) Excellent written, verbal, and interpersonal communication skills, with the ability to draft and edit official correspondence, briefs, speeches, and reports with accuracy and professionalism.

c) Confidentiality & Discretion. Proven capacity to handle sensitive information with the highest level of integrity, sound judgment, and confidentiality.

d) Strong ability to prioritize tasks, manage competing demands, and deliver under pressure with minimal supervision.

e) Strong interpersonal skills and professional presence to interact effectively with senior government officials, development partners, private sector leaders, and internal teams.

f) Problem solving and Analytical Skills . Ability to anticipate needs, identify issues, propose solutions, and support evidence-based decision-making.

g) Governance & Protocol Awareness. Sound knowledge of governance procedures, meeting protocols, records management, and preparation of Council documentation.

h) IT proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools; ability to prepare high-quality presentations, briefs, and reports.

i) Demonstrated ability to meet deadlines, work under pressure, is highly reliable and maintains a high level of professionalism and composure.

j) Ability to work effectively as part of a team, build trust, and foster a positive working environment.

Physical Demands: None

Travel requirements: The position may require occasional travel within/out of the country.