Business Support Manager / Executive Assistant

The Business Support Manager / Executive Assistant plays a vital role in ensuring the smooth operation of the Executive Director's office and the overall success of the Projects department. This individual will be responsible for managing executive priorities, communications, and meetings, as well as providing administrative, operational, and governance support. By creating a structured and efficient support system, the Business Support Manager enables the Executive Director and the PMO team to deliver accurate and timely outcomes.

Project duration: 5 months

Responsibilities

• Manage executive priorities, communications, and meetings, ensuring effective leadership coordination.
• Streamline cross-functional workflows and standardize templates and trackers for efficient project management.
• Support the development and implementation of PMO governance routines and reporting processes.
• Conduct research, compile information, and provide recommendations to executive management for informed decision-making.
• Create and maintain action trackers, project plans, schedules, and controlled support records for organized project execution.
• Provide administrative, operational, and executive support to the ED and assigned functions.
• Coordinate employee onboarding, offboarding, and staff movement, ensuring a smooth transition process.
• Assist with training, knowledge sharing, and document control guidance to enhance team coordination and productivity.
• Support recruitment and resource processes, including CV coordination and interview scheduling.
• Manage calendars, schedule appointments, and coordinate meeting logistics for efficient time management.

Bachelor's degree or relevant experience in business support, executive assistance, or office management.

Proficiency in Microsoft Office, particularly Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.

Proven experience in coordinating teams, stakeholders, and project-support activities within a complex project environment.

Strong leadership-support, coordination, and stakeholder-management skills to effectively navigate executive priorities.

Excellent verbal and written communication skills for interacting with diverse stakeholders and executive management.

Ability to identify issues, analyze problems, and escalate appropriately, ensuring practical support solutions.

Exceptional organizational skills to manage multiple tasks, meetings, and priorities simultaneously.

Competence in using modern office software, EDMS / Aconex-related processes, and business support technology.

Experience in managing records, registers, controlled filing, and document routing, ensuring accurate documentation.

Strong problem-solving, prioritization, and decision-support abilities to assist the Executive Director effectively.