Executive Assistance

Job Description

Genese Solutions is a value-driven IT and cybersecurity consulting company headquartered in the United Kingdom, with offices across eleven countries including Nepal, Bangladesh, India, Pakistan, Finland, Australia, Nigeria, Spain, Ireland, and the USA. The company helps organizations worldwide optimize their IT operations and cost management, harness technology for innovation, and manage IT risk effectively, backed by ISO 27001:2022 certification for information security and compliance. With deep expertise spanning cloud consulting (as an AWS Premier Tier Partner), cybersecurity, software development, data engineering, AI/ML, and IT consulting, Genese serves a global client base across the EMEA, North America, Africa, and APAC regions—delivering value through project-based delivery, managed services, and flexible staffing to help businesses of all sizes innovate, scale, and stay secure in a fast-evolving digital landscape.

Role Purpose

We are looking for a highly organised, proactive and dependable Secretary- Executive & Programme Coordination to support the Managing Director and Executive Leadership in day-to-day coordination, follow-up and execution of organisational priorities. The role will combine executive support, programme coordination, stakeholder management and administrative responsibilities.

The successful candidate will help convert decisions and ideas into action by coordinating people, maintaining follow-ups, managing information and ensuring that assigned initiatives progress effectively.

The role is intentionally broad and may support communities, events, partnerships, business initiatives, executive activities and other organisational priorities as required.

Key Responsibilities

• Executive Support
• Support the Managing Director and Executive Leadership with day-to-day coordination.
• Manage meetings, agendas, schedules and follow-ups.
• Prepare presentations, reports, documents and meeting materials.
• Maintain action trackers and follow up on agreed commitments.
• Coordinate communication with internal and external stakeholders.
• Maintain confidentiality of sensitive organisational and executive information.
• Organise travel, meetings and other executive arrangements when required.
• Programme & Initiative Coordination
• Take ownership of assigned programmes and initiatives from planning through completion.
• Develop and maintain activity plans, timelines and trackers.
• Coordinate internal teams, external partners, vendors and service providers.
• Monitor progress, identify issues and ensure timely follow-up.
• Support planning and execution of events, programmes and organisational initiatives.
• Prepare regular updates on programme status and outstanding actions.
• Use judgement to resolve routine coordination issues and escalate matters requiring management attention.
• Community & Stakeholder Engagement
• Support professional communities, networks and engagement programmes.
• Maintain member, stakeholder, speaker and contributor databases.
• Coordinate communications and engagement activities.
• Support relationships with professionals, institutions, companies and other stakeholders.
• Identify opportunities to improve participation and engagement.
• Partnerships & External Coordination
• Support identification and engagement of potential partners.
• Coordinate partner meetings, communications and follow-ups.
• Maintain partner pipelines and records.
• Support partner onboarding and ongoing relationship management.
• Coordinate joint initiatives, knowledge-sharing activities and collaborations.
• Ensure agreed partner commitments and deliverables are tracked.
• Communication & Documentation
• Draft professional emails, announcements, reports and other communications.
• Support website, social media and other communication activities where required.
• Maintain calendars and communication schedules.
• Ensure organisational documents and records are accurate, organised and up to date.
• Prepare presentations and briefing materials for management.
• Administrative Support
• Maintain organised databases, records and documentation.
• Support budgeting, expense tracking and basic reporting.
• Coordinate with vendors and service providers.
• Assist with general administrative requirements of the Managing Director and organisation.
• Support other tasks and initiatives assigned by management.
  
  

Key Deliverables

The Successful Candidate Will Be Expected To Ensure

• Effective day-to-day support to the Managing Director and Executive Leadership.
• Timely follow-up and closure of assigned actions.
• Well-organised meetings, calendars and documentation.
• Smooth coordination of assigned programmes and initiatives.
• Accurate and up-to-date stakeholder, partner and programme records.
• Professional communication with internal and external stakeholders.
• Clear reporting on programme progress and outstanding matters.
• Reliable execution of assigned organisational priorities.
  
  

Required

• 1–2 years of professional experience in administration, coordination, programme support, events, community management, customer/client coordination or a similar role.
• Bachelor's degree or equivalent qualification.
• Excellent written and verbal communication skills.
• Strong English communication skills.
• Highly organised and detail-oriented.
• Strong follow-up and time-management skills.
• Proficient in Microsoft Office / Google Workspace.
• Ability to manage multiple tasks and priorities.
• Comfortable working with senior executives and external stakeholders.
• Proactive attitude and willingness to take responsibility.
• Ability to maintain confidentiality and handle sensitive information professionally.
  
  

Preferred

• Experience in programme, project or event coordination.
• Experience working with external partners, clients or organisations.
• Exposure to technology, business, professional communities or industry associations.
• Familiarity with digital communication and social media platforms.
• Experience preparing presentations, reports or management updates.
  
  

Personal Attributes

We Are Looking For Someone Who Is

• Organised – keeps information, priorities and commitments under control.
• Proactive – anticipates requirements and takes action without constant supervision.
• Reliable – follows through and closes assigned actions.
• Professional – communicates confidently and represents the organisation appropriately.
• Adaptable – comfortable supporting different types of initiatives and changing priorities.
• Detail-oriented – maintains accuracy in communication, documentation and coordination.
• Learning-oriented – willing to develop new skills and gradually take on greater responsibility.
  
  

Performance Measures

Performance Will Be Assessed Based On

• Quality and timeliness of executive support
• Completion and follow-up of assigned actions
• Successful coordination of programmes and initiatives
• Accuracy and organisation of records and documentation
• Quality of stakeholder communication
• Responsiveness and reliability
• Ability to work independently
• Initiative and problem-solving ability
  
  

First 90 Days

During the first 90 days, the Secretary will be expected to:

Understand the organisation, leadership priorities and ongoing initiatives.Establish an effective system for managing meetings, actions and follow-ups.Review existing programmes, communities, partnerships and key stakeholders.Consolidate important databases, records and documentation.Take ownership of selected programmes and initiatives.Establish regular reporting and progress tracking.Build effective working relationships with Executive Leadership and key stakeholders.Identify practical improvements to coordination and execution.Role Evolution: Initially, the focus will be on strong execution, coordination and executive support. As the individual demonstrates capability and ownership, the role can progressively expand into programme management, partnerships, community development, business initiatives and broader responsibilities.

The objective is to develop the Secretary into a trusted execution and coordination resource for Executive Leadership.

What We Offer

• Work in a multinational company operating in the Cloud & ICT domain, based out of the UK and operating in Australia, India, Nepal, Pakistan, and Bangladesh
• Best in class open, progressive, professional, and equal opportunity work environment
• Closely knit and supportive team members and a culture where your contributions, opinions, and diversity are welcome, respected, & encouraged
• Exposure to multi-disciplinary skill areas, including team leadership, in a vibrant start-up ecosystem with deep work involving world-class leaders like Amazon, Microsoft, Google, Alibaba, DigitalOcean, and Facebook
• Opportunity to travel regionally (as part of assignment/training and development or delivery) in Nepal, India, Pakistan, Bangladesh, or Sri Lanka
  
  

Our Commitments

We believe that diversity drives innovation. At Genese Solutions, we are dedicated to creating a work environment where everyone, regardless of race, gender identity, age, religion, disability, or background, feels respected and included.

Skills: communication,organized,make thing happen,documentation