Position Overview:

The Executive Assistant provides high-level administrative support to the executive team and other functional areas. The role requires a self-starter who ensures smooth operations within the executive office by coordinating schedules, communications, and other administrative tasks that include the preparation of agendas, minutes, reports, and presentations, as well as tracking action items and deliverables. The role acts as the first point of contact, handling sensitive information with confidentiality and professionalism. It involves administrative support to the board as well as existing committee structures.

Job Responsibilities:

Administrative Support

• Efficient management of the executive diaries - appointments, meetings, etc.

• Arrange travel, itinerary, accommodation and related logistics.

• Prepare draft documents, letters, reports, memos and presentations for the executives

• Handle all correspondence (emails, letters, memos). Screen for priority and draft responses for consideration and endorsement by the executive.

• Manage inbound calls: answer, screen and transfer.

• Liaise with IT offsite support as well as coordinate maintenance of office equipment

• Provide general administrative support to other functions such as HR & Finance

Information & Communication

• Handle requests for information or data in consultation with the executive

• Maintain updated membership records and mailing list database

• Develop an up-to-date organizational year planner: Board, committees, industry structures, international organizations, etc.

• Monitor media articles, publications, and notices of relevance to the milling industry.

• Ensure regular website content update.

• Serve as a contact point for the Executive office - internal and external stakeholders.

• Maintain professional relationships with key partners – associate membership.

Meetings: Board, Committees, Workshops & Functions

• Schedule meetings for all structures: Board and committees.

• Plan the logistics in advance: meeting venue, equipment, etc.

• Manage attendance to ensure required representation and quorum.

• Prepare meeting agenda and supporting materials.

• Record, compile, transcribe, and distribute minutes of meetings

• Prepare matters arising from the minutes and follow-ups.

• Compile a decision register for all the meetings: Board and committees.

• Ensure timely distribution of meeting minutes and follow up on action items.

• Assist in coordinating events: workshops, team buildings, symposiums, etc.

Annual General Meeting & Congress

• Secure event venue and contracts in consultation with the event coordinator for consideration

• Draw up a project plan and coordinate the event: meetings and functions

• Liaise with events coordinator to secure service providers, entertainment, quotes, etc.

• Compile the event budget and request sponsorship from associate members.

• Coordinate exposure benefit program for sponsors – website, program material, etc.

• Manage attendance and ensure adequate attendance for meeting proceedings

• Compile and distribute draft agendas and working papers

• Record, compile, transcribe and distribute minutes of all meetings

• Assist in administering and executing statutory roles re CIPC board registrations

Filing System

• Develop and maintain an efficient electronic and hard copy filing system.

• Retrieve required documents from filing system

• Draft a user-friendly filing reference manual or index

Competencies: Qualifications, Skills, Knowledge & Experience:

• Degree/diploma in Business Administration, Management, or related field

• Strong organizational and time-management skills, with ability to prioritize tasks effectively.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management tools.

• High level of confidentiality, discretion, and professionalism.

• Strong attention to detail and the ability to multitask in a fast-paced environment.

• Self-driven character with ability to work independently and as part of a team.

• Demonstrate initiative, problem-solving skills, and commitment to the organizational goals

• Basic knowledge of the milling industry and agricultural sector in general.

• Proven experience in administrative support at executive level or similar roles.