Executive Assistant to the Executive Director

Job Description/Requirements

Responsibilities:

Administrative Support:

Manage the Executive Director’s calendar, scheduling appointments, meetings, and events while prioritizing time-sensitive matters.

Prepare and organize documents, reports, and presentations for meetings, ensuring all materials are ready in advance.

Draft, proofread, and edit correspondence, reports, and other documents on behalf of the Executive Director.

Tracks and logs high-level executive correspondence (in-person and written) and ensures prompt follow-up from relevant personnel where required.

Processes and monitors expense reports for the ED

Meeting Coordination:

Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

Ensure that the Executive Director is well-prepared for meetings by providing necessary background information and materials.

Manage logistics for meetings and events, including arranging venues, catering, and technology needs.

Prioritizing conflicting meeting calendars, supporting ED to ensure alternate arrangements and follows through to ensure feedback to ED and Executive office as may ne required

Communication Management:

Serve as a primary point of contact for internal and external stakeholders, representing the Executive Director with professionalism and discretion.

Maintain confidentiality regarding sensitive information and ensure compliance with organizational policies and procedures

Handle incoming communications, including phone calls, emails, and inquiries, and respond or redirect as appropriate.

Foster positive relationships with staff, consultant, board members, donors, and other key stakeholders.

Prepare briefing materials for the Executive Chair’s engagements and staff events when required within or outside the HQ.

Operational Support:

Assist in the preparation of reports and presentations for board meetings, strategic planning sessions, and other key events.

Help coordinate the Executive Office’s operations, ensuring that administrative processes run smoothly.

Manage and maintain filing systems, both electronic and physical, ensuring easy retrieval of information.

Supports and implements streamlined processes for collaboration and greater efficiency across the departments

Ensures key executive office contacts are captured and recorded on a database; compiles and catalogs Executive office relevant data, meetings and trip notes, relevant briefing notes, and other important documents in an archived format accessible to staff as may be required

Project Management:

Support the Executive Director in managing special projects and initiatives, ensuring deadlines are met and objectives are achieved.

Develop and supervise the implementation of checklists or event rolls to ensure smooth activities and events, whether internal or external

Conduct research and gather information as needed to assist the Executive Director in decision-making processes.

Organizational Culture:

Uphold the organization’s values and commitment to ethical practices in all interactions.

Actively contributes to making CCSI a diverse and equitable workplace through inclusive practice and openness to different perspectives, cultures, and ideas.

Maintains behavior and conduct that uphold the highest standards for safeguarding, professionally and personally.

Upholds a culture of responsiveness, discretion, diplomacy, and excellence when it comes to how the CCSI and the Executive Office respond to and support the ED and its relationship with the wider organization.

Acts as a role model for a ‘learning organization’ culture by seeking insight and using problems as opportunities to learn. Stay updated on organizational activities, priorities, and changes to effectively support the Executive Director.

Industries: Non-profit Organization Management

Function: Admin and Back office