Program Assistant

Purpose of the Job:

To provide program and administrative support to ensure efficient operation of the Department, support the Director through a variety of tasks related to office organization and communication and be responsible for confidential and time sensitive materials. 

Main Duties and Responsibilities:

• Manage and maintain the Director’s calendar including scheduling appointments, internal/external meetings, and conference calls.
• Support in the coordination of the logistics of events, workshops, training, etc.
• Coordinate the Director’s and the team’s travel itineraries, flights, hotel, accommodation, rental car, and other travel needs.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of the Director and the team.
• Produce and distribute correspondence memos, letters, faxes and forms to the respective offices 
• Secure appropriate signatures and track documents through the approval process on behalf of the Director and the team.
• Receive phone calls and guests visiting the office.
• Provide assistant and support to the director on various projects such as new employee onboarding, including calendar planning and staff communication.
• Prepare agendas for meetings, briefing materials and presentations as needed to support the Director and the team.
• Coordinate with warehouse team to ensure the office has sufficient supplies of stationaries
• Responsible for the completion of purchase requisitions for materials, supplies, equipment, repairs and other pertinent transmittals for the Office/ Directorate.
• Maintain up to date record keeping and filling system for the directorate/unit 
• Manage relevant staff appointments, respond to minor inquiries, and maintain up-to-date employee records.
• Perform additional assignments given and delegated by the Supervisor. 

Qualification and Experience