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***
· Ensres 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
