Position : Personal Assistant To the Executive DirectorThe Personal Assistant to the Executive Director will primarily give high level confidential support to the Executive Director, providing a full executive, administrative and board liaison support. The Personal Assistant ensures that effective planning and administrative systems are in place and maintained efficiently and effectively. To be successful on this role, you should be a well-organized, self-starter with great time management skills.
The ideal hire will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Working independently on projects, from conception to completion, the role holder must be able to work under pressure and handle confidential matters with discretion.
Unit/Department: Executive Director’s Office
Reports to:Executive Director
Job Grade: 7
Executive administrative support
- Schedule meetings and manage the Executive Director’s calendar, mindful of conflicting commitments.
- Handles the ED’s official matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
- Take accurate and comprehensive notes at meetings.
- Help with daily time management and run errands as requested.
Provide liaison support for the Executive Director’s travel planning, including flights, accommodation and ground transportation.
- Support the Executive Director during events and speaking engagements.
- Draft correspondence such as emails and letters as instructed and take minutes at meetings.
- Maintain effective filling and data storage including emails and retrieval systems ensuring the needs of the Executive Director are met.
- Undertake any other duties relevant to the needs of the organization and as directed.
- Carry out all the duties with complete discretion and a high regard for confidentiality.
Board and Senior Management Team Support
- Provide support for Board meetings, ensuring they are properly arranged and serviced. This will include agenda drafting, collating papers and reports, taking minutes and following up action points.
- Serve as the Executive Director’s liaison to the board and senior management teams, providing reports to them as required.
- Service meetings of the Senior Management Team by drafting and collating papers and reports, agenda preparation, taking minutes and following up on action points.
- Adhere to applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Maintain discretion and confidentiality in relationships with the board members.
- Person Specification
Required profile for job ad : Personal Assistant To the Executive DirectorQualifications
- A Masters degree in any discipline of the social sciences (including law).
- Adegree in economics or development studies is an added advantage.
- At least 3 years’ work experience. Prior work in and for development organisations is an advantage.
Key Competencies /experience, skills
- Strong organizational and time-management skills with an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Tech-savviness and experience with word processing, email programs and social media applications
- Proactive approach to problem-solving
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.
- Experience of providing high-level administrative support in a senior role
- Experience of providing support to a Board of Directors or similar high-level committee
- Ability to forward plan and manage a complex and busy diary.
- Excellent, administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them.
- Experience of managing and planning projects, conferences and events
- Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely.
- Ability to draft routine correspondence and reports.
- Ability to work in/with a multi-cultural team and context.
- Good research and analysis skills
- Good written, verbal and digital communication and presentation skills. Oral and/or written competence in a second international language is an added advantage.
- Excellent time management skills with the ability to manage multiple priorities and deadlines
- Confident and determined with the ability to work on own initiative and as a team member when required
- Ability to work flexibly and occasionally out with office hours .
