Executive Assistant to Head of Department

About the role

We are seeking a proactive Executive Assistant to support the Head of Department (HOD) in managing daily operations, strategic initiatives, and high‑level stakeholder interactions. The successful candidate will act as a trusted partner, ensuring the HOD’s schedule, travel, expenses, and communications run smoothly.

Key responsibilities

• Manage the HOD’s calendar, prioritize meetings, resolve conflicts, and ensure preparation aligns with business priorities.
• Coordinate domestic and international travel, including flights, visas, accommodations, itineraries, and last‑minute changes.
• Prepare and track expense reports, verify documentation, and liaise with finance for reimbursements.
• Plan and execute corporate events, leadership meetings, conferences, and off‑site sessions, handling logistics, vendor management, and stakeholder communication.
• Organize visitor agendas, schedule meetings, and provide hospitality for clients, partners, and internal stakeholders.
• Serve as liaison between the HOD and internal/external parties, drafting correspondence, presentations, and reports.
• Handle confidential information with discretion and support strategic projects, briefing notes, and meeting minutes.

Required profile

• Exceptional organizational and time‑management abilities.
• High level of professionalism, confidentiality, and discretion.
• Strong multitasking skills and ability to work under pressure.
• Excellent written and verbal communication.
• Detail‑oriented problem‑solver with a proactive mindset.

Required skills

• Proficiency in Microsoft Office suite (Outlook, Excel, PowerPoint, Word).