1 month ago

Job Summary

The Executive Assistant will require an understanding of the overall mission, strategies, and deliverables of the various components of the Fellowship’s operations in order to provide the necessary strategic support and advice to the Executive Director and the team. The candidate will provide administrative support with responsibility for curating the database and records, provide Fellow and program management support, logistics, office operations, light procurement & perform accounting-related duties

  • Minimum Qualification:Degree
  • Experience Level:Senior level
  • Experience Length:5 years

Job Description/Requirements


Administrative Support 25%:

  • Prepare and circulate minutes of meetings and follow through with respective staff/employees on agreed actions.
  • Assist with developing and preparing proposals/presentations and fundraising materials.
  • Assist with preparing materials for Excos/Board/Advisory Council meetings.
  • Handle office operations, such as filing, generating reports and presentations, setting up meetings, and reordering supplies as needed.
  • Maintain communications through email, phone, and social network sites with partners and other programs
  • Ensure constant maintenance and updating of the website as well as up-to-date payments on website domain hosting, Zoom, and other electronic accounts.
  • Process and direct mail and incoming packages or deliveries.
  • Maintain employee HR records.
  • Process employee requests and provide relevant information as needed. 

Accounting related support-25%:

  • Follow up on Fellows for payment of dues, and pledges and keep records appropriately.
  • Manage petty cash/float for the office.
  • Manage basic banking transactions and recording of transactions.
  • Maintain financial records and receipts of Fellowship’s expenses.
  • Process invoices, expenses, reimbursements, etc. in a timely manner.
  • Provide monthly banking statements to the auditors for monthly bookkeeping.
  • Conduct other basic record-keeping and analysis as required.

Corporate Communications -25%:

  • Work with 3rd party PR/communications service providers to enhance PR 
  • Spearhead content creation as input for the agency and communications outlets
  • Ensure correct and timely implementation of PR /communication plans.
  • Assist with crafting and disseminating circulars/event emails to Fellows.
  • Manage corporate email and inquiries.
  • Provide support to Program managers in the creation of Program marketing materials and online resources.
  • Assist with developing ideas on ways to engage the Fellows through various platforms.

Event & Logistics Coordination – 15%:

  • Maintain a central database of partners, speakers, guests, and contact lists for corporate events. 
  • Correspond with speakers, participants, etc event details to ensure full participation.
  • Assist Program Managers in delivering Fellows Engagement calendar by coordinating and planning multi-class gatherings, regional events, and ongoing activities for current and graduated Fellows both in-person and virtual.
  • Coordinate with Program Managers travel, meetings, and logistics for program constituents (Staff, Fellows, Moderators, and Board).
  • Coordinate event sites, schedules, flights, and hotel reservations as needed.
  • Process vendor contracts, and moderator payments and ensure that any other service provider receives payment/reimbursement per terms of engagement.
  • Handle the logistics and mechanics for Zoom meetings and other online platforms for virtual meetings.
  • Perform other duties which are required to deliver a successful event.

Fellows Administration (Regional)- 10%

  • Profile all Fellows on the website and ensure profiles are updated constantly.
  • Identify opportunities and partnerships that will be of interest and value to the community of Fellows.
  • Assist in the creation and administration of statistical data for the purpose of connecting Fellows.
  • Support the nomination process of fellows by conducting required background research.


  • Minimum academic qualification of Bachelor’s degree and applicable work experience required.
  • 5 - 7 years of relevant experience
  • Some experience and exposure to the non-governmental organization sector (NGO) and/or foundations sector would be desirable, and working directly with the CEO/ED, with an understanding of program management is highly desirable. 
  • Skills and aptitude in new media tools and utilization. 
  • Strong organizational, written, and oral communication skills.
  • Proficiency in Microsoft Office Suite, Outlook, and Salesforce databases.  
  • Ability to handle multiple, often complex, tasks at one time.
  • Ability to travel as needed
  • Interpersonal: Must demonstrate good interpersonal skills in both informal and formal settings, and in challenging situations as well as day-to-day encounters. 
  • Communication: Must demonstrate good skills in both written and verbal communication both internally and externally when dealing with all stakeholders. 
  • Team Building: Must be a strong team player while also being self-motivated.
  • Good computer literacy skills, including proficiency in MS Word, MS Excel, and MS PowerPoint. 
  • Proactive:  Scan the entire Fellowship and bring issues to the Executive Director’s attention
  • Ability to work well under pressure and according to strict deadlines.
  • Understand the project and event management, particularly with attention to detail.

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