Administrative Assistant-MDD

Job summary

The Administrative Assistant provides high-level support to the Executive Director by managing schedules, travel, and confidential communications. They are also responsible for coordinating meetings, maintaining databases, and assisting with procurement and reporting tasks.

Job details

JOB SUMMARY The Administrative Assistant enhances the Executive Director’s effectiveness by providing high-level information management support and representing the executive to others. Also known as executive secretaries, administrative assistants are technically skilled professionals responsible for organizing and distributing information, supporting senior staff, and managing schedules. This role typically involves less clerical work than general secretarial positions. Duties vary by employer but may include screening and prioritizing communications, researching and drafting memos, maintaining executive calendars, preparing presentation materials, and coordinating travel. The role also includes organizing files and managing office resources. Reporting directly to the Director of MAC Members Development, the Administrative Assistant’s responsibilities include: ---------------------------------------- KEY RESPONSIBILITIES * Provide executive-level support as required by the Executive Director * Manage and maintain the MMD Director’s schedules, appointments, and travel arrangements * Handle highly confidential information and tasks * Create, edit, and format reports, correspondence, and documentation; collect and follow up on reports * Assist with content creation and management of social media and email newsletters * Coordinate meetings and events: send invitations, prepare agendas, arrange catering, book rooms, manage travel, and follow up post-meeting * Analyze and resolve administrative and procedural issues; conduct basic research and prepare recommendations * Provide complex administrative support in procurement, budgeting, reporting, and staff communication * Maintain and update databases; generate reports * Organize work, coordinate projects, set priorities, meet deadlines, and follow up independently * Perform general secretarial duties: draft and revise documents, manage correspondence, maintain files, photocopy, fax, and calendar management * Perform other duties as assigned

What you’ll do

The Administrative Assistant provides high-level support to the Executive Director by managing schedules, travel, and confidential communications. They are also responsible for coordinating meetings, maintaining databases, and assisting with procurement and reporting tasks.

Requirements

The role requires a technically skilled professional capable of organizing information and managing office resources independently. Candidates must demonstrate proficiency in drafting documents, managing calendars, and handling complex administrative duties.

Listed skills

• Project Coordination · Preferred
• Budgeting · Preferred
• Administrative Support · Preferred
• Documentation · Preferred
• Communication · Preferred
• scheduling · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Information management
• Calendar management
• Travel coordination
• Report drafting
• Database maintenance
• Project coordination
• Procurement
• Budgeting
• Social media management
• Event coordination
• Confidentiality
• Communication
• Documentation
• Scheduling
• Administrative support
• Calendar Management
• Administrative Support
• Ability To Meet Deadlines
• Newsletters
• Basic Research
• Management
• Clerical Works
• Content Creation
• Information Management
• Memos
• Presentations
• Project Coordination
• Social Media
• Travel Arrangements
• Catering Arrangements

Job areas

• Administrative
• Management & Leadership
• Marketing
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive