Key Responsibilities:
1. Administrative Support:
- Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Coordinate and prepare materials for meetings, presentations, and reports.
- Screen, prioritize, and manage correspondence, emails, and phone calls.
2. Task Coordination:
- Serve as a point of contact between the Executive Director and internal/external stakeholders.
- Ensure follow-up on outstanding tasks and commitments.
3. Office Management:
- Maintain the organization of the Executive Director’s outlook and ensure all documents are filed in an organized manner and readily accessible
- Handle expense reporting, invoicing
4. Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality and professionalism.
5. Relationship Management:
- Build strong working relationships with internal teams and external stakeholders.
- Represent the Executive Director professionally in all interactions.
6. Proactive Problem-Solving:
- Anticipate the needs of the Executive Director and provide solutions to potential issues before they arise.
- Address urgent matters effectively and independently when required.
7. Team Management Support
- Provide support to wider team in coordinating diaries, managing meetings and other administrative support
Requirements:
- Proven experience, preferably in a corporate or development-focused environment.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills
- Proficiency in MS Office Suite and project management tools.
- High level of discretion and professionalism.
- Ability to work under pressure and manage multiple priorities effectively.
- Flexibility to adapt to changing schedules and requirements.
Qualifications
- Bachelor's degree or equivalent experience
- Strong interpersonal, customer service and communication skills
- Ability to multitask
- Proficient in Microsoft Office suite
