Executive Assistant

The Executive Assistant is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organisations office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

RESPONSIBILITIES

• Provide sophisticated calendar management for CEO.
• Act as a liaison and provide support to the Board of Directors.
• Arrange and handle all logistics for Board meetings and events
• Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organisation, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team to coordinate the CEO’s outreach activities.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organisation’s office services.
• Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organisation grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organisation.
• Provide leadership to all levels of the organisation, including the organisation team, to meet their current and future information needs.
• Prepare budget recommendations.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Process and distribute daily mail
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation.
• Other projects/duties as assigned for the overall benefit of the organisation.
• Acting as the point of contact among executives, employees, clients and other external partners
• Managing information flow in a timely and accurate manner
• Managing executives’ calendars and set up meetings
• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Make travel and accommodation arrangements
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence
• Organise and maintain the office filing system

REQUIRED SKILLS

• A degree in Law is required
• Work experience as an Executive Assistant, Personal Assistant or similar role
• Experience in CAMA is required
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organisational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgement is essential.
• Ability to switch gears at a moment’s notice.