Executive Assistant to the Chief Executive Officer at The Albino Foundation

Job Purpose

• The Executive Assistant (EA) to the Chief Executive Officer (CEO) will be responsible for the management and administration of the CEO’s office.
• S/he is to support in ensuring that the policies and procedures of the organization are fully complied with in collaboration with other team members.
• S/he will manage the physical and electronic documents by maintaining documentation, filing systems, and a contact database.
• In addition, s/he will be responsible for the coordination of the Governance function, maintaining an interface between the Management and the Board of The Albino Foundation (TAF).

Key Duties
Programme:

• Planning and organizing all activities, workshops, and seminars that relate to the office of the CEO.
• Taking minutes of all strategic meetings involving the CEO’s office.
• Representing, where necessary the CEO at fora relating to the progress, advocacy, and showcasing of the Albino Foundation’s work.
• Act as a liaison person with programme and other relevant units on administrative issues as it relates to the CEO’s Office.
• Development and management of the Information Systems for the CEO’s office.
• Produce and contribute to programme/event reporting.

Finance:

• Facilitate the financial processes for consultancies and other programme events with the support of the Finance Department as it relates to the CEO’s Office.
• Produce budgets for events and assist in the development of the programme’s budgets and plans by working closely with the other units.

Board:

• Ensure proper reporting, documentation and communication of all Board proceedings and meetings
• Coordinate Board and staff induction and orientation processes
• Coordinate proper documentation and filing of all TAF Statutory documents with relevant government agencies
• Coordinate the process of Board member recruitment and selection ensuring that all organizational equal opportunity parameters are considered
• Act in an advisory capacity to all members of the Board especially new members to facilitate their ability to perform effectively.
• Act as an information hub between TAF Management and the Board.

General:

• Develop and oversee the implementation of an appropriate and user-friendly record, Management system and ensure files are up to date.
• Administer programme and other internal meetings and follow up staff and other stakeholders on relevant issues and action points.

Qualifications
Education:
Essential:

• Bachelor’s Degree in Social Sciences or Arts / Humanities

Desirable:

• Membership in relevant professional Institute.

Experience:
Essential:

• At least five years post NYSC experience in Administration.
• Excellent working knowledge of the Microsoft office suite
• Office administration experience
• Experience in basic financial management

Desirable:

• Experience in working with a non-governmental organization.

Skill Abilities:
Essential:

• Fluency in spoken and written English language
• Excellent planning and prioritization skills
• Ability to Think Strategically
• Excellent (proven) interpersonal and both oral and written communication skills
• Experience in planning and coordinating training/meetings.

Desirable:

• Strong analytical/problem-solving skills.
• Multi-tasking skills
• Negotiation skills.

Personal Qualities:
Essential:

• Creative and takes initiative.
• Able to work effectively in a diverse team environment
• Good motivator of others
• Willing to work additional hours at crucial times.
• Self-motivated person able to work with minimum supervision
• Effective team player.

Key Relationships:

• Internal: All staff
• External: Service providers, Partners, Government Agencies, Board Members, and other stakeholders.