Assistant to the Executive Director

Overview

• Provide comprehensive support to the Executive Director and Board Members
• Manage schedules, meetings, communications, documents, and administrative priorities while maintaining strict confidentiality
• Proactively anticipate needs and help optimize the Executive Director’s time, focus, and effectiveness
• Coordinate and maintain calendars, ensuring efficient scheduling and prioritization
• Prepare reports and presentations when required
• Provide flexible support in other capacities beyond job requirements
• Provide comprehensive administrative support to the team in any required matters
• Handle and respond to all MEFMA correspondence across the association’s communication channels
• Organize meetings, prepare agendas, record accurate minutes, and ensure timely circulation while following up on action items
• Arrange travel, accommodation, and logistics for team members and leadership when required
• Maintain office records and files in both electronic and physical formats
• Oversee the smooth day-to-day office operations to ensure an efficient working environment
• Handle any IT-related matters
• Ensure compliance with MEFMA’s policies and procedures by the team
• Manage employee records, contracts, work permits, insurance, leave tracking, and other HR administrative requirements
• Manage the onboarding process for new employees and interns, ensuring their smooth integration into MEFMA
• Oversee the end-of-employment process, including exit documentation, asset recovery, system access deactivation, final settlements coordination, and knowledge handover to ensure a smooth and compliant transition
• Assist in recruitment activities including job posting, scheduling interviews, coordinating with candidates, and preparing documentation
• Assist in organizing training sessions and professional development initiatives for the team
• Support initiatives that enhance employee engagement, wellbeing, and workplace culture
• Perform other duties as required and assigned by the Executive Director and the Growth Manager