Executive Administrative Assistant

Tetra Tech ES, Inc., a subsidiary of Tetra Tech (USA) dedicated to international development, is recruiting for a Pakistan-based professional for the position of Executive Administrative Assistant to support a multi-year (2017-2021) USAID -funded sustainable energy project in Pakistan.

POSITION DESCRIPTION:

The Administrative Assistant will report Chief of Party and will work closely with Technical and logistics department to provide operational support. 

Executive Assistant Job Duties

• Provides support to SEP senior management with organization, scheduling, correspondence, maintain trackers, database, human resources, and meetings.
• Takes responsibility and ownership of office organization, deadline compliance, and important documents and files.
• To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.
• Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to SEP Senior management.  

Executive Assistant Skills and Qualifications

• Executive Support Experience, Administration, Organization, Clerical Skills, Clear Communication Skills, Initiative, Time-Management, Workload Management, Discretion, Multitasking, Professionalism, Scheduling, Planning, Willingness to Travel, Microsoft Office, Strong Attention to Detail, Confidence, Flexibility, Self-Motivation, Team-Oriented, Persistence,

Responsibilities

• Act as the point of contact among SEP Management, employees, client and other external partners
• Manage information flow in a timely and accurate manner
• Manage the diaries and schedules of COP
• Prepare meeting agendas, perform research for meetings, and take minutes during meetings
• In collaboration with SEP Travel, make travel and accommodation arrangements for SEP Management
• Assist SEP Management to prepare weekly, monthly or quarterly reports
• In collaboration with the Technical editor and documentation specialist, format information for internal and external communication – memos, emails, presentations, reports
• Manage projects and follow-up with team members where required
• Maintain a strong working relationship with other relevant departments, including IT, sales, and PR
• Liaise with other staff members on behalf of senior management
• Organize and maintain the office filing system
• Keep track of all orders, liaise and co-ordinate with the relevant departments and keep them informed regarding any changes for effective planning.
• Manage events including training venues and communication requirements as and when required
• Arrange and process printing material for meetings/ trainings
• Organize/ co-ordinate logistics management of trainings.
• Coordinate with Finance, logistics and program departments to ensure integrated internal controls and auditable supporting documentation.
• Coordinate with SEP stakeholders for expat and CCN’s travel NOC’s.
• Perform any other duties as assigned by supervisor.

QUALIFICATIONS: (MINIMUM REQUIREMENTS)

EDUCATION:

• Bachelor’s degree or equivalent
• Work experience as an Executive Assistant, Personal Assistant or similar role

WORK EXPERIENCE:           

Minimum of 3 years of experience in relevant position.

SKILLS:        

• Strong Analytical Skills
• Negotiating Skills
• Strong computer literacy skills; MS Office, Excel & Project
• Strong Coordination & Communication Skills
• Outstanding organizational and time management skills

LANGUAGES:

• Excellent verbal and written communications skills 
• Fluency in both English and Urdu

GENERAL:                   

• Tactfulness, Enthusiasm to the job.
• Good Human Relation skills, integrity and ability to work under pressure.