The Executive Assistant will be responsible for providing administrative support to the Executive Director as well as administrative, logistical and coordination tasks within the office of the Executive Director. The position provides a range of high-level and comprehensive administrative, personal and other support services to ensure the Executive Director’s work is supported with the appropriate service, systems and processes to maintain high standards.
Responsibilities
ED’s Office Management
Assists the ED, in management and leadership functions, i.e. networking with regional offices and programmes, the Fellows and wider partner network, as well as other organisations
Assist the ED’s office to compile relevant information and analysis as required for The AAS as well as preparation and submission of reports to international partners and other audiences with the support of relevant programmes and communications department where required
Coordinates logistics for all relevant internal meetings and external events as necessary, prepares documentation for assigned meetings and monitors follow-up
Organises agendas, meetings, and appointments for the Executive Director and streamlines requests and workload
Organises travel/accommodation for the SMT team, including negotiating fares, costs and itineraries;
Manage and maintain the ED’s diary, arrange routine and ad hoc meetings as required coordinating every aspect of the busy calendar, which is subject to regular changes
Conduct weekly diary meetings with the ED to discuss upcoming engagements, invitations and other requests
Administer ED’s correspondence, manage incoming calls, and prioritise phone messages, emails and mail. This includes filing of correspondence/documents to/from the ED
Make and keep appointment schedules for the ED while keeping him informed of documents/matters that need his attention
Act as point of contact for the stakeholders for matters pertaining to the ED’s Office
Handles all calls, visitors and queries directed to the ED and directing them to the appropriate persons when necessary.
Coordinte with the Head of Commununications and PR to handle public relations issues related to the office of the ED
Develop and maintain an address list of international contacts within Africa and offices where The AAS has partnerships
Administrative Support
Design standard reporting templates to enhance efficiency in meetings and ensure salient strategic issues are brought to the force for ease of execution
Oversee the ED’s office, providing comprehensive support services that ensure a professional, responsive and effective experience with the Academy as a whole
Provide logistical support for AAS guests, Council members, Fellows and various other committee members during their visits to Kenya. This includes liaising with the Travel Officer in ticketing and accommodation arrangements for senior staff, regional partners and visiting the ED’s Office;
Create and maintain effective filing systems, maintain and update accurate executive records using the diary, mail and computer databases
Organsing board and committee meetings, which involves drafting agenda, gathering reports from various entities, coordinating logistics, compiling board pack content and distribution to the members on quarterly basis
Arranging travel and accommodation for the ED and other executives when required; booking flights, hotels, transfers, organising foreign currency and arrange appointments with business partners based internationally
Provide effective management of symposiums, conferences, meetings coordinated from the ED’s office and held at AAS or outside the Academy
Maintain confidential/personnel records using discretion and initiative. This includes updating leave records for the ED
Oversee the Executive Director’s office budget. Place orders and other administrative requests for the ED
Providing general administrative support to ED as well as the Senior Management Team, which includes collating information/documents, following up regulatory bodies, ED office budget monitoring and setting up of effective filing systems
Collating feedback and communication from other departments within the organisation to the ED
Supervise the cleaning, tidying and maintenance repairs of the ED’s Office
Strategy and Partnerships Support
Managing the day-to-day operational, financial operations and administrative activities of the directorate by organising the flow of work and prioritising incoming requests and follow through to ensure timely responses
Maintaining the diary of the Director of Strategy and Partnerships and assisting the Programme Managers when required
Coordinating the flow of information between the Strategy and Partnerships Directorate and the Coalition for African Research and Innovation (CARI) initiative and partners ensuring follow up on action points as required.
Maintaining physical and e-filing systems and ensuring the filing of documents, such as activity reports and travel plans for programme staff are in the relevant files/folders
Maintaining and updating the team’s databases and mailing lists using relevant Microsoft Office programmes
Preparing and communicating with the Finance team on approval of purchases in compliance with AAS Procurement procedures
Maintaining accountability to administrative systems and procedures, including submitting expense reimbursements, credit card reconciliations, invoices, and so on by the deadlines assigned
Skills and Attributes
Demonstrate a high degree of sensitivity, confidentiality when dealing with internal and external customers
Ability to liaise with a wide range of people, often at a high level internally and externally and with credibility, tact and diplomacy, and build strong working relationships
Work experience in a similar position in a fast-paced environment in a reputable International NGO
Evident managerial skills whilst dealing with external relationships including members of the board
Over five years’ experience providing efficient administrative support to senior management
Proven track record in meeting deadlines efficiently, resolving problems independently, using initiative to improve processes and working hard to meet organisational objectives
Able to work under pressure and successfully deal with competing demands while maintaining complete confidentiality.
Qualifications
Bachelor’s degree in Commerce/ Economics/ Business Administration, International relations an equivalent from a recognised University
CPS or an equivalent professional qualification
Diploma in office management and administration as an added advantage
At least five (5) years’ experience as an assistant to a senior management function
Exposure to working in a diverse cultural environment preferably in a research-based institution
Intermediate level proficiency in MS Office applications i.e. Word, Excel, PowerPoint, MS Project, Outlook, etc.
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