Executive Administrative Assistant

Executive Administrative Assistant

Location:

Cairo, Egypt Type of Contract:

Individual Contract

Post Level:

Mid-level   Duration of Initial Contract:

One Year, renewable

Job Purpose

The Executive Administrative Assistant provides comprehensive administrative, organizational, and coordination support to Executive Management at DCarbon for Environmental Consultancy. The role ensures the efficient management of executive schedules, communications, meetings, documentation, and office coordination activities.

Key Responsibilities

A. Executive Support and Calendar Management

• Manage and coordinate calendars, appointments, meetings, and engagements for multiple executives, ensuring effective scheduling and prioritization.
• Organize daily schedules, anticipate calendar conflicts, and proactively recommend adjustments.
• Coordinate executive travel arrangements, including transportation, accommodation, itineraries, and related logistics, as required.
• Maintain reminders for important deadlines, commitments, approvals, and follow-up activities.
• Support Executive Management in organizing priorities and ensuring timely completion of assigned administrative tasks.

B. Communication and Correspondence

• Manage incoming and outgoing correspondence, emails, phone calls, and other communications as authorized by Executive Management.
• Draft, review, proofread, and format professional emails, letters, reports, presentations, and other business documents.
• Coordinate communications between Executive Management and internal departments, employees, clients, partners, and external stakeholders.
• Ensure timely follow-up on requests and maintain appropriate communication records.
• Exercise discretion and confidentiality when handling sensitive business information and executive communications.

C. Meeting and Business Engagement Coordination

• Coordinate internal and external meetings, including invitations, agendas, meeting rooms, virtual meeting links, and supporting materials.
• Prepare meeting documents, presentations, and other required materials in coordination with relevant stakeholders.
• Record meeting minutes when required and maintain action trackers covering decisions, responsibilities, and deadlines.
• Follow up with relevant stakeholders on outstanding action items and provide status updates to the executives concerned.
• Coordinate business visits, corporate events, workshops, and other executive engagements as assigned.

D. Office and Administrative Coordination

• Coordinate day-to-day administrative requirements to support the smooth functioning of the office.
• Liaise with internal departments and relevant service providers regarding office logistics, supplies, facilities, and administrative services.
• Maintain organized electronic and physical filing systems for company correspondence, records, and administrative documents.
• Coordinate document circulation, signatures, approvals, and internal administrative requests.
• Support the implementation and consistent application of administrative procedures and filing standards.
• Identify recurring administrative challenges and recommend practical improvements to enhance operational efficiency.

F. Documentation and Records Management

• Prepare, format, organize, and maintain executive and administrative documents in accordance with company standards.
• Ensure documents are accurate, complete, appropriately version-controlled, and accessible to authorized personnel.
• Maintain records of meetings, correspondence, approvals, and administrative transactions, as applicable.
• Handle confidential documents and company information in accordance with internal policies and applicable data protection requirements.
• Support the digitization and organization of administrative records and shared documentation.

G. Administrative and Financial Coordination

• Assist with the coordination and documentation of executive expenses, invoices, reimbursements, and related administrative records, where applicable.
• Coordinate with Finance and other relevant departments to facilitate the processing of administrative requests.
• Maintain appropriate records of expenditures, bookings, and other assigned administrative transactions.
• Ensure that supporting documents are completed and submitted within established deadlines and procedures.

H. General Responsibilities

• Provide administrative support for special assignments and organizational initiatives as directed by Executive Management.
• Maintain professional working relationships with employees, clients, partners, and service providers.
• Comply with company policies, procedures, delegated authorities, and confidentiality requirements.
• Perform other duties reasonably related to the role as assigned by Executive Management.

Qualifications and Experience

• Bachelor's degree in Business Administration, Office Administration, or a related field.
• 5-7 years of relevant experience in executive assistance, administrative coordination, office management support, or a similar position.
• Master’s degree/Project Management Professional (PMP) is a plus.
• Previous experience supporting multiple executives or senior management is preferred.
• Excellent written and verbal communication skills in English and Arabic.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Familiarity with digital calendars, online meeting platforms, shared document repositories, and task-tracking tools.
• Experience coordinating meetings, maintaining records, preparing professional documents, and following up on cross-functional tasks.