Executive Assistant - Director, Cooperatives at CIC Insurance

• Executive Support:

• Provide comprehensive administrative support to the Director – Cooperatives, including managing daily schedules, appointments, and calendar coordination
• Prepare and compile briefing materials, reports, and presentations for meetings, conferences, and official engagements.
• Draft, proof-read, and distribute correspondence, official letters, circulars, and communications on behalf of the Director
• Coordinate travel arrangements, accommodation and itineraries for official trips and field visits
• Maintain and update the Director’s contact database and stakeholder information.
• Meeting and Event Management:

• Organize and coordinate high-level meetings including board meetings, stakeholder consultations, and inter-agency forums
• Prepare and circulate meeting agendas, supporting documents, and venue arrangements
• Record accurate meeting minutes and follow up on action items and decisions
• Coordinate special events, workshops, and conferences related to cooperative development
• Manage meeting logistics including equipment, refreshments, and participant coordination.
• Communication and Liaison:

• Serve as the primary point of contact between the Director and internal/external stakeholders
• Screen and prioritize incoming communications, calls, and requests for appointments
• Facilitate communication between the Director and cooperative societies, government agencies, and development partners
• Handle routine inquiries and redirect complex matters to appropriate personnel
• Maintain professional relationships with key stakeholders and partners.
• Information and Records Management:

• Establish and maintain efficient filing systems for both electronic and physical documents
• Ensure proper documentation and archiving of official correspondence and records
• Manage confidential files and sensitive information with appropriate security measures
• Coordinate information requests and compile statistical reports as required.
• Project and Program Support:

• Prepare progress reports and status updates on ongoing initiatives.
• Support the organization of training programs and capacity-building activities.
• Facilitate coordination between different units within the department
• Financial and Administrative Coordination:

• Assist the Director in budget preparation and financial planning processes
• Coordinate procurement activities and vendor management
• Monitor departmental expenditures and maintain financial records
• Support audit processes and compliance activities
• Assist the Director in coordinating human resource matters including leave management and staff.
• Stakeholder Relations:

• Represent the Director at designated meetings and functions when required
• Build and maintain relationships with cooperative societies and their leaders
• Coordinate with international organizations and development partners
• Support public relations activities and media coordination
• Track action items and matters arising with heads of segments and branch coordinators from various meetings and engagements
• Any other related duties as assigned by the Director from time to time.

• Education Bachelor’s Degree Bachelor’s degree in Business Administration, Public Administration, Social Sciences, or related field
• Professional Qualification Certificate in Secretarial Studies, Office Management or Project Management is an added advantage.

• Relevant experience in executive support, administration, or cooperative sector, MS Word, Excel, PowerPoint, Publisher 4 years
• Understanding of cooperative principles, governance, and development is mandatory

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