Executive Assistant (NGO) at Stresert Services Limited

JOB PURPOSE

• To provide high level technical and administrative support to the CEO
• To support the effective coordination of the various units under Work Study Group 2
• To oversee the coordination and execution of the organization’s communication strategies and social media programs
• To provide day to day coordination of the office of the CEO

KEY OUTPUTS

• Reports
• Proposals and Presentations 
• Meeting Notes
• Schedules and Calendars

Key Responsibilities Areas

Administrative Responsibilities

• Optimise the CEO’s time by handling schedules; arranging and coordinating appointments, meetings and travel arrangements; developing itineraries and agendas; scheduling flight; booking other transportation; arranging lodging and meeting accommodations.
• Ensure the proper working of the CEO’s office by acting as the liaison for the Work Study Group (WSG) Council, Advisory Board and the CEO office, the point of contact for employees and external partners, creating and maintaining a records/filing system, overseeing supplies and inventory management and providing basic finance management. 
• Manage the information flow to the CEO from, Thought Leadership Centre and Endowment Fund by reading, researching, and routing correspondence; drafting emails, letters and documents; collecting and analysing information; and initiating communications.
• Support the CEO achieve his/her objectives by following up on ongoing initiatives, reporting on the status of projects, and building necessary relationships with internal and external stakeholders.
• Support the success of the meetings of the WSG Council, Advisory Board and CEO by preparing documents, reports and presentations as well as keeping accurate meeting notes, minutes and other documents.
• Ensure the success of the administrative function of the company by overseeing and providing advice to the administrative functions of the company, Thought Leadership Centre and Endowment Fund on the management of communications, scheduling of appointments and events, unit bookkeeping and the organisation of records, calendars and supplies.
• Technical Responsibilities
• Support the CEO function, the WSG Council and the Advisory Board by preparing presentations, white papers, articles, briefs and other technical papers.
• Support the CEO make good and consistent decisions by providing researched insight into issues, information and recommendation on decision options and capturing decision information that provide historical precedents.
• Support company’s strategic planning by reading, researching and preparing documents and reports, preparing budgets and managing budgetary information, investigating and identifying new innovations/technologies/methodologies to promote company’s development, practice areas and service delivery.

EXECUTIVE ASSISTANT JOB DESCRIPTION

• Support in the continuous improvement of company’s systems and processes by identifying and developing required systems and policies and providing recommendations for the improvement of existing company’s policies and operations.
• Support the success of strategic initiatives by developing high impact reports, presentations and proposals, and assisting with the execution of first level oversight of initiatives.
• Support the coordination and execution of the Fix Politics and company’s communication teams through research, planning, and the development of original content such as blogs and social media posts.
• Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and making adjustments to plans.

Performance Standards

• Key deliverables are produced within agreed timeframes to required standards.
• A team approach is adopted in resolving issues of internal controls.
• Reports are comprehensive and submitted within established timeframe
• Operational recommendations lead to organizational improvements.
• Confidentiality and integrity are exercised.

Key Interfaces

• Internal External
• CEO, Unit/Department Heads, Advisory Board, Work
• Study Group Council
• External partners, Regulatory agencies, vendors

Requirements

Required Competencies

• Continuous Improvement; Integrity; Excellence; Professionalism; Teamwork
• Advanced organisational and planning skills
• Emotional Intelligence
• Confidentiality and information management
• Client service skills
• Relationship management skill
• Advanced communication skills [verbal and written]
• Intuitiveness, proactiveness and adaptiveness
• Attention to detail and accuracy
• Business and technical writing skills
• Organisation and task management
• Basic financial management
• Proficiency in the use of Microsoft office suite – PowerPoint, Word, Excel
• Advanced schedule and time management skills
• Advanced computer literacy
• Creative problem solving
• General Working Conditions
• Ability to work in difficult and unpleasant surroundings and/or deal with particularly emotional or stressful situations