Job Description
Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis
Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
Prioritise and manage multiple projects simultaneously and follow through on issues in a timely manner
Lead short-term projects and initiatives as requested by the Executive Director
Respect the need for confidentiality and sensitivity of information **
Have a proven ability to exercise good judgment in recognising the scope of authority
Assist the Executive Director with all other related assigned tasks
Assist other Directors as delegated by the Executive Director
Chase responses to requests and emails to/from the Executive Director
Maintain and present the Executive Dashboard and other reports on a timely manner
Work with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries
Ability to analyse data and proficient with Word and Excel***
Ensures that key dates and events are highlighted to the Executive Director ahead of time
Prepare materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings
Organise the logistics of board meetings and other key internal meetings
Coordinate and distribute notes at management meetings as requested
Organise and arrange venues for all other meetings requested by the Executive Director
Maintain records of decisions and ensure action items are clearly recorded for the Executive Director
Organise documents for signatures of Executive Director and members of executive staff related to the relevant projects
Keep accurate records and files at all times and as appropriate
Update and maintain database of executive key contacts
Assist with special projects and reports as required as the Executive Director
Qualifications
ESSENTIAL REQUIREMENTS
MBA or Bachelor’s degree required
2 -5 years work experience in administrative and personal assistant roles at the executive level with understanding of commercial business
Excellent attention to detail, accuracy and quality
Well spoken and articulate with ability to present data to Directors
Excellent written and verbal English communication skills
Ability to maintain calendars and schedule appointments
Ability to compose and edit written materials, translation experience is a plus
Ability to work easily and effectively with a wide range of people
Able to manage multiple projects and responsibilities at once; ability to meet deadlines
Attention to detail and ability to exercise sound judgment
Ability to travel at short notice if needed
Possesses time/organization/stress management skills
Strong commitment to Company’s goals and missions
A responsible attitude to all aspects of the work
Demonstrates solid work ethics, integrity
Proficiency with MS Office Suite especially Word, Excel and PowerPoint
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