Administrative Executive (NIRBA)

Job Description

The Personal Assistant will be providing support to the Executive Director (ED) of the National Initiative for RNA Biology & its Applications (NIRBA) in day-to-day administrative needs such as organising logistics for and other needs for appointments, claim reimbursements, and travel arrangements.

• Assist the Executive Assistant in managing the Executive Director’s calendar, scheduling meetings, and organizing travel logistics.
• Prepare and format documents, presentations, and correspondence.
• Help track deadlines, meeting follow-ups, and priority tasks.
• Support the coordination of internal and external meetings, including agenda preparation and materials distribution.

• Serve as a secondary point of contact for inquiries directed to the Executive Director’s office.
• Manage incoming emails and phone calls, flagging urgent matters and drafting responses as needed.
• Maintain organized filing systems—digital and physical—for documents, records, and confidential materials.
• Assist in coordinating communications with stakeholders, including partner institutions, advisory groups, and scientific collaborators.

• Support the planning and execution of events, workshops, and site visits.
• Assist with travel itineraries, expense tracking, and reimbursement submissions.
• Help manage small projects or tasks as assigned by the Executive Assistant or Executive Director.

• Perform personal assistance tasks as needed (e.g., small errands, reservation bookings).
• Contribute to a professional, efficient, and welcoming environment for the Executive Director’s office.

• At least 1–2 years of administrative or assistant experience, or equivalent combination of education and experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proficiency with productivity tools (e.g., Microsoft Office, Zoom).
• A proactive, flexible, and service-oriented mindset.

• Experience supporting executives or senior leaders.
• Familiarity with scientific, academic, government, or nonprofit environments.