Executive Assistant (Operational Support)

The Aga Khan Academies; Gouvieux; Sur place; EUR 30 000 - 45 000; Plein temps

Résumé du poste

An educational institution based in Gouvieux is seeking an Administrative Support professional to manage calendars, coordinate meetings, and handle communications for various projects. This full-time role requires a Bachelor's degree and 3–5 years of executive support experience, demanding strong organizational skills and proficiency in Microsoft Office Suite. The position also requires occasional availability for evening and weekend calls to accommodate global time zones.

Qualifications

• 3–5 years of experience in executive support roles, preferably in a global context.

Responsabilités

• Organize and maintain the calendar, including appointments.
• Serve as a primary point of contact for communication.
• Track progress on action items and follow up with team members.
• Maintain organized records of all project-related documents.

Connaissances

Organizational abilities

Verbal communication

Written communication

Microsoft Office Suite

Project management tools

Formation

Bachelor's degree in business administration

Outils

Microsoft Office Suite

Description du poste

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Client:

The Aga Khan Academies

Location:

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

8fd18b34ac31

Job Views:

4

Posted:

11.08.2025

Expiry Date:

25.09.2025

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Job Description:

4393BR

The position

Administrative Support
• Calendar Management: Organize and maintain the schedule, including appointments, meetings, and follow-ups.
• Meeting Coordination: Schedule, organize, and manage Steering Committee and project team meetings, ensuring all necessary pre-meeting documents are shared in advance.
• Travel Arrangements: Handle travel logistics, including booking flights, accommodations, and managing travel expense reports for the Project Lead or team members.
• Document Preparation: Assist in drafting, editing, and finalizing correspondence, presentations, and reports.

Communication Management
• Central Liaison: Serve as the primary point of contact for communication between the Steering Committee and project teams.
• Updates and Reporting: Draft and share regular updates, summaries, and communications to stakeholders.
• Information Flow: Ensure accurate and timely dissemination of information across all relevant parties.

Operational Support
• Documentation Management: Maintain organized records of all project-related documents, including meeting minutes, action plans, and reports.
• Task Coordination: Track progress on action items and follow up with team members to ensure deadlines are met.
• Logistics: Organize and manage logistics for workshops, training sessions, and events.

Monitoring and Reporting
• Project Tracking: Maintain project timelines, deliverables, and milestones, ensuring alignment with agreed schedules.
• Report Preparation: Gather data and draft monthly/quarterly progress reports for review and submission.
• Issue Escalation: Identify and escalate any risks or issues to the Project Lead or Steering Committee for timely resolution.

Confidentiality and Professionalism
• Data Handling: Handle sensitive and confidential information with discretion and professionalism.
• Stakeholder Engagement: Act as a professional representative of the project team in all communications and interactions.

The requirements

Qualification:
Bachelor’s degree in business administration, Project Management, or a related field.

Experience:
3–5 years of experience in executive support roles, preferably within a global or cross-cultural context.

Skills:
• Exceptional organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite and project management tools.
• Ability to work in high-pressure environments and meet tight deadlines.
• High level of discretion and confidentiality.

Other:

• Efficient coordination and execution of all EdTech strategies.
• Clear and seamless communication between the Steering Committee and execution teams.
• Timely delivery of project milestones and reports.
• Well-organized project records and enhanced team productivity.
• Time Commitment: Full-time role requiring regular availability during evening calls and occasional weekend calls to accommodate global time zones.