Executive Assistant

Responsibilities:

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.

Requirements:

• 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.