Executive Secretary

Organized, proactive, and ready for a high-level challenge? This Personal Assistant role is made for you

Location: Abidjan

About the role:

We are seeking a highly experienced and proactive Personal Assistant to provide advanced, high-level support to the Director.

This role goes far beyond traditional administrative support. The Personal Assistant will act as a true right hand to the Director while also supporting the broader Operations function, ensuring smooth day-to-day coordination, anticipating priorities, and driving execution across multiple workstreams.

The ideal candidate is autonomous, highly organized, discreet, solution-oriented, and able to operate in a fast-paced, high-level environment with minimal supervision.

Key Responsibilities:

Executive Support & Strategic Assistance

• Manage and optimize the Director’s complex calendar, meetings, and priorities
• Anticipate scheduling conflicts and proactively propose solutions
• Organize and coordinate internal and external high-level meetings (agendas, materials, minutes, follow-up)
• Draft, review, and prepare professional correspondence, reports, and presentations
• Prepare executive briefing notes and background documentation for decision-making
• Maintain reporting dashboards and status updates
• Ensure structured documentation and archiving
• Handle highly confidential and sensitive information with utmost discretion
• Act as a trusted gatekeeper and advisor on priorities

Travel, Visits & Missions Coordination

• Plan and coordinate official visits, field visits, and executive movements
• Organize domestic missions for staff across Côte d’Ivoire (transportation, accommodation, logistics, scheduling)
• Book and manage travel arrangements (flights, hotels, ground transportation)
• Prepare detailed mission and travel itineraries, including meetings, site visits, and logistics
• Ensure smooth execution of visits and missions through proactive coordination with internal teams and external partners
• Anticipate potential logistical challenges and resolve them efficiently

Communication & Liaison

• Serve as the primary point of contact between the Director and internal departments
• Liaise with government entities, partners, clients, and key stakeholders
• Screen, prioritize, and manage communications (emails, calls, requests)
• Ensure professional and timely communication

Requirements

Qualification

• Minimum 7–10 years of experience in senior executive support
• Proven experience supporting top management (Director, CEO, Country Manager)
• Experience in office and facility management
• Strong experience in travel and mission coordination
• Excellent command of English and French

Confidentiality & Professionalism

• Maintain strict confidentiality of sensitive and strategic information
• Demonstrate a high level of professionalism, discretion, and integrity

Technical Skills

• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)
• Experience with digital collaboration tools and reporting systems
• Ability to prepare professional executive-level presentations

Key Personal Attributes

• Highly organized
• Proactive and solution-oriented
• Strategic mindset
• Detail-oriented with high accuracy
• Strong interpersonal and diplomatic skills
• Ability to work independently with minimal supervision