Executive and Operations Assistant

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.