Executive Assistant to the Executive Director at Africa Youth Growth Foundation

Job Summary

• The Executive Assistant provides high-level administrative support to the Executive Director with the day-to-day business of the organization including scheduling meetings and maintaining the director’s calendar, preparing correspondence, coordinating travel, other related functions.
• This individual exhibits a high level of professionalism and possesses excellent written and verbal communication skills and interpersonal skills to interact with donors, board members, clients, and staff under the direction of the Executive Director.
• This individual is a self-starter, extremely organized, and has a keen eye for detail, and highly developed problem-solving skills.

Responsibilities

• Monitor and manage all phone calls and emails, prioritise actions, and escalate where necessary for the E.D.
• Extensive diary management including high-level meetings with internal and external stakeholders, VIPs, and other appointments and commitments
• Extensive travel management including flights, accommodation, itineraries, and expenses
• Prepare and format documentations including correspondences, presentations, meeting agenda, minutes, submissions, and reports
• Maintain filing system and databases and action incoming and outgoing mails
• Other administrative duties as directed

Minimum Qualifications
Education:

• Degree in a related field or equivalent experience
• (Additional professional-level administrative services or social service experience may be an added advantage)

Experience:

• The equivalent to five years of full-time in a similar capacity, professional-level administrative or managerial experience, preferably in an NGO service delivery setting.

Ideal Candidates Will Possess the following Knowledge & Abilities
Knowledge of:

• Advanced user of Microsoft Office Suite
• High level of attention to detail with demonstrated ability to show initiative and creativity in problem-solving
• Advanced organisational and time management skills
• Excellent verbal and written communication skills
• Excellent interpersonal skills and telephone manner
• Demonstrated experience with complex travel management
• Demonstrated ability to work independently and set priorities
• Demonstrated ability to manage a large and varied workload and maintain motivation under pressure

Ability to:

• Plan and conduct complex and sensitive administrative and operational studies.
• Identify management and operational problems, investigate and evaluate alternatives and implement effective solutions.
• Prepare clear, accurate, and effective reports, correspondence, policies, newsletters, and other written materials.
• Organize and prioritize work and meet critical deadlines.
• Maintain accurate records and files.
• Exercise sound independent judgment within established policies and guidelines.
• Establish and maintain effective working relationships with those contacted in the course of the work.