Executive Assistant

Post title:                    Executive Assistant

Location:                     Core Office 

JOB PURPOSE: Reporting directly to the Country Director (CD), the Executive Secretary provides secretarial support to Country Director. The Executive Secretary serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CD office

Core Responsibilities & Tasks:

• Provide professional, confidential, administrative and secretarial support to the Country Director.
• Manage CD’s calendar and schedules including the preparation of agenda’s / briefing documents required for meetings and appointments.
• Alert others about cancelation of meetings.
• Receive and relay telephone messages.
• Prepare correspondence and stuff mail/invitations by CD into envelopes.
• Coordinate with heads of departments, managers and other staff members to ensure the tasks assigned by the CD are done timely and accurately.
• Coordinate with admin section to arrange business travel, conference / meeting bookings and accommodation for the CD whilst out of the office.
• Maintain files and records in an organized and efficient manner.
• Keep track of key decision of management meetings and update the status accordingly.
• Filing, faxing documents/letters and other important data.
• Documentation (maintain CD’s calendar to avoid duplication, response on time to the invitees about CD’s availability or non-availability, response to queries of guest, follow up on appointments).
• Assist senior management for the BOT meetings, provide them required information whenever they ask for.
• Keep in touch with Board members, donors/stakeholders. Send them communication material whenever required.
• Respond to public queries independently.
• Any other task assigned by CD.

Required education, experience and competences  

• Bachelor’s degree from a recognized institution.
• 2 to 3 years of relevant experience. NGO sector experience would be preferred.
• Experience in internal and external communications and partnership development.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donor.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat etc.
• Expert level written and verbal communication skills.
• Working in a professional manner.
• Resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.