Job description for Executive Assistant to Director at COLAB
Key Responsibilities
Executive Support
- Manage the Director’s calendar, meetings, and daily priorities
- Prepare meeting agendas, take minutes, and ensure timely follow-up on action items
- Assist in preparing presentations, proposals, and business documents
- Act as a liaison between the Director and internal teams, partners, and external stakeholders (including government institutions)
- Coordinate travel arrangements and appointments
Administrative & Operational Support
- Organize and maintain company documents (contracts, legal, permits, etc.)
- Ensure proper filing systems (digital and physical) are structured and accessible
- Support cross-functional coordination and project execution
- Monitor timelines, deliverables, and progress across business activities
Reporting & Data Management (Core Focus)
- Prepare regular reports (weekly/monthly) covering operational, basic financial, and project updates
- Consolidate and structure data into clear, concise, and actionable reports for the Director
- Develop and maintain simple dashboards (Excel/Google Sheets) to track performance
- Ensure data accuracy and consistency across reports
- Identify gaps, inconsistencies, or potential issues from data and provide initial insights
Financial & Administrative Support
- Assist in monitoring basic cash flow (income and expenses)
- Manage invoices, payments, and transaction documentation
- Coordinate with finance teams or external consultants when needed
- Support data preparation for financial reporting
