Key Responsibilities

Executive Support:

• Proactively support an Executive Director's calendar across multiple time zones.
• Coordinate complex meeting arrangements, including multi-stakeholder scheduling across global time zones, board and committee meetings, and recurring leadership calls.
• Support the coordination of board meetings, maintaining board calendars, and forward planning schedules.
• Arrange travel, including flights, accommodation, visas, and detailed itineraries.
• Maintain accurate travel logs, schedules, and related documentation for internal and compliance purposes.
• Provide day-to-day coordination and administrative support, including preparation for meetings, follow-ups, and light document handling.
• Act as a point of contact for internal teams, board directors, and external stakeholders, ensuring clear and timely communication.

Operations:

• Work closely with the HR Operations group to ensure alignment across organisational support functions, including recruitment administration, onboarding logistics, and performance management processes, and support event logistics. 
• Assist in maintaining operational records, trackers, and internal documentation to support organisational efficiency.
• Support coordination across teams on operational priorities, projects, and initiatives as directed.
• Take on additional tasks as needed to meet organisational needs.

About You

Core Competencies:

• You bring excellent organisational skills and strong attention to detail, with the ability to triage competing demands and support senior leadership's time effectively.
• You have strong written and verbal communication skills in English, including the ability to draft and edit correspondence and documents on behalf of senior leaders.
• You operate with high levels of discretion, reliability, and sound judgment. 
• You are proactive and anticipatory, able to foresee needs and act without being prompted.

Technical and Practical Skills:

• You are proficient in Google Workspace, including calendar management, document preparation, and collaborative working tools.
• You are comfortable working with trackers, spreadsheets, and operational records, with sufficient numeracy to maintain accurate data and flag discrepancies.
• You are a resourceful problem-solver, able to troubleshoot issues and find practical solutions quickly.

Interpersonal and Professional Qualities:

• You build strong, trust-based working relationships across internal teams, board directors, and external stakeholders.
• You communicate clearly, confidently, and professionally across all levels of the organisation, including direct interaction with board directors and senior staff, adapting your tone and approach appropriately to the audience.
• You show initiative, anticipating needs and identifying solutions proactively rather than waiting to be directed.
• You are adaptable and calm in the face of shifting priorities, changing schedules, and competing requests, able to recalibrate quickly without losing focus or quality.