Executive Assistant at Domeo Resources International (DRI)

Roles and Task Complexities:

Responsibilities:

• Format information for internal and external communication – memos, emails, presentations, reports etc.
• Represent the CEO in calls and meetings when unavailable
• Act as the point of contact between all stakeholders in multiple capacities including the CEO’s NGO operations
• Manage information flow in a timely and accurate manner
• Prepare weekly, monthly and quarterly reports
• Review print and online resources to gather information
• Manage the CEOs schedule and ensure optimum efficiency in all operations
• Perform various office and administrative duties to assist the CEO
• Organize files and make travel, meeting and event arrangements
• Take minutes of meetings attended with the CEO and circulate accordingly
• Plan and design the organisational programme portfolio consisting of multiple projects
• Create and implement guidelines for evaluating the programme's strengths and areas where improvement is required.
• Assign tasks to project team members to ensure project objectives are completed as required.
• Ensure effective quality assurance and the overall integrity of each project throughout the project life cycle.
• Ensure project execution on time and within budget, in accordance with the developed Project Management Plan
• Proactively monitor schedule and quality, resolving issues and initiating appropriate corrective action
• Collect and analyse project performance data for accurate management decisions 
• Ensure appropriate allocation of all resources and skills across each project
• Manage third party contributions to the projects
• Professionally manage communications with all internal and external stakeholders
• Initiate extra activities and other management interventions wherever gaps in the projects are identified or issues arise.
• Develop and achieve operational objectives by contributing information and recommendations to strategic plans and reviews; preparing and completing action plans as communicated by Executive Management
• Observe and identify market trends; determine system improvements and implement change.
• Excellently coordinate programme portfolio and professionally manage the project inter-dependencies.
• Perform other duties as assigned.

Competencies/Skills

• Excellent programme management skills
• Excellent Written and Oral Communication Skills
• Excellent decision-making and organisational skills

·         Excellent Stakeholder management skills

• Excellent planning and time management skills
• Proven ability to balance multiple projects, and collaborate across disciplines in a cross-functional atmosphere
• A self-starter who is a “doer” and can work on his/her own projects with minimal direction

·         Knowledge of Office Software and Internet

Behavioral Qualities/Other Competencies

• High entrepreneurial acumen
• Proactive identification and elimination of inefficiencies
• Goal, quality and excellence orientation
• Ability to motivate others to achieve goals and instill confidence whilst respecting and supporting colleagues and team members to reach their full potential.
• Ability to translate strategic objectives into everyday activities
• Ability to solve complex problems, continuously improve and adapt the ideas of others.

Experience/Qualifications

• A degree in the Social Sciences or its equivalent. Minimum of 3 years-experience in a similar role.