Program Assistant / Executive at Vixa Pharmacy

Job Description

• We are recruiting a highly motivated and talented candidate for the position of Program Assistant/Executive to support the foundation in its day-to-day operations, office functions and program execution, while remaining up to date on best practices in the field.
• The position reports directly to the Chief Executive Officer (CEO) and there is tremendous opportunity to learn and demonstrate mastery in both administrative and project management skills
• The Program Assistant provides daily support of one or more programs for the Company including fundraising, budgeting, research, and community outreach (publicity).
• Their duties include communicating between program participants and managerial staff, creating and updating program schedules and assisting in the planning and managing program events.
• The Operations and Program Assistant position requires a flexible and professional individual who is capable of taking initiative, multi-tasking and can work independently to complete assigned tasks and projects

Key Responsibilities

• Preparing documentation for grants
• Meet office commitments, including deadlines, bill payments and renewals; liaise with third parties-donors/partners & vendors.
• Ensure smooth operation and administration of NGO (benefits, policies etc.).
• Plan and facilitate logistics of Board Meetings and other meetings; record notes/minutes.
• Plan and coordinate logistics of all Foundation events
• Managing the CEO and Program Manager’s calendar
• Processing payments for vendors and suppliers
• Maintaining office calendars and sending out reminders of impending appointments
• Typing letters and reports as may be required from time to time
• Compiling and sending bulk mailings
• Proofreading and making copies of documents
• Assisting in the planning and overseeing significant events
• Assisting in managing the budget for special and routine events
• Making reservations for various off-site business meetings
• Acting as a liaison between different departments
• Relaying internal emails to staff
• Reserving equipment and conference rooms for presentations and in-office meetings Ensure the site complies with all Employment legislation, including ensuring that all policy and procedure is compliant.

Qualifications

• Bachelor’s Degree with two years relevant work experience.
• Excellent interpersonal communication skills; strong writing skills.
• Proficient with database software, website tools (WordPress, MailChimp etc.) and in Microsoft Office Suite (Word, Excel, PowerPoint, email).
• Attention to detail is a must; ability to exercise discretion.
• Strong organizational and time management skills.
• Ability to work independently within a small team; sense of humor essential.
• Interest in nonprofit organizations, philanthropy or previous experience in nonprofit a plus.