The Executive Assistant (EA) position exists to maximize the effective and efficient operation of the Executive Director’s areas of responsibility by providing professional administrative support and facilitating necessary action. The EA is responsible for coordinating and managing the activities of the Executive Director, which includes preparing written and verbal communication; coordinating meetings, diary, calendar and travel arrangements, drafting correspondence, reports and summaries. The EA will handle special projects as requested by the Executive Director. The EA will also assist the National Team in their meetings and will support the logistics of the events and conferences.
1. Provide executive support to the Executive Director
a. Provides direct staff support to the Executive Directors including receiving and directing/assisting correspondence and visitors, handling telephone calls and enquiries, scheduling and maintaining calendar and appointments, screening, analyzing and preparing responses to incoming correspondence, handling day-to-day public relations.
b. Anticipate and prepare research and briefing papers in advance of appointments and presentations. Draft subsequent correspondence and follow up as necessary.
c. Prepare first draft of documents, letters and reports – edit and review documents drafted by others for dissemination by the Executive Director.
d. Managing and maintaining the Executive Director’s diary and flagging on urgent correspondence.
e. Plan and coordinate logistics for Executive Director’s participation to internal and external events. Assisting the Executive Director to plan trips and ensures effective logistics items (flights, visas, travel advance, travel request, itinerary table + contacts, invitation letter, hotel confirmation, related travel documents) are up to date;
f. Write minutes of the meetings and calls of the Executive Director when necessary;
g. Following up on invitations from partners and in consultation with the Executive Director, ensuring organisational representation.
h. Maintaining and management of leave schedule for the Executive Director.
i. Monitor Executive Director’s expenses and action as necessary.
j. Support to the Secretariat & any other matters
DIVERSITY AND INCLUSION
At The Inclusivity Project, we are committed to promoting the leadership of the disadvantaged sections. We strive to achieve diversity and equity in recruitments and hence Dalit and Adivasi candidates (women and LGBTQI+) would be given preference.
Aspiring candidates may send in their applications with CVs and samples of published papers/articles/journal etc. by 8th January’2023 to the following email id firstname.lastname@example.org // email@example.com Only shortlisted candidates will be contacted for the interview process between the 18th January’2023, which will consist of a written test as well.
This job description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to the project’s/organization’s needs.
QUALIFICATIONS AND EXPERIENCE
1. A University Degree in Business Administration or related field; Masters in Business Administration an advantage
2. At least five years work experience in a reputable International NGO in a similar or equivalent position.
3. Proven track record in successfully working with Director level functions in international development, and/or other related fields;
REQUIRED SKILLS AND COMPETENCIES:
1. Excellent organisational and prioritisation competence, with attention to details;
2. Proactive attitude and ability to take initiative and work independently;
3. Strong communication skills (written and oral) in English, ability to keep confidential information
4. A good team player/leader
5. Strong inter-personal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multi-cultural setting
7. Excellent knowledge of computer applications