Executive Associate

MAJOR RESPONSIBILITES

Administrative Support to the National Director

• Manage and prioritize the National Director’s calendar, including scheduling meetings, appointments and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the National Director.
• Ensure all administrative activities run smoothly and efficiently to support the National Director’s work.
• Respond to emerging situations proactively, as and when required.
• To coordinate the SLT members and key visitors’ schedule of appointments, meetings, and other business functions.
• To maintain the NDs office files, ensuring the confidentiality of all documents.
• Set-up zoom and Skype meetings and minutes taking during meetings and distribute, as required.
• Follow up and document official communications with Government and other partners.

Communication and Liaison

• Serve as the primary point of contact between the National Director and internal/external stakeholders.
• Facilitate communication and collaboration with the leadership team, staff, and external partners, ensuring information flows effectively.
• Draft and review communications to ensure consistency and alignment with World Vision’s mission and values.
• Managing logistics, guest lists and event schedules.
• Provide support in tracking/managing leave for SLT Members and their direct reports.
• Support in updating and follow up of Microsoft Team online collaboration platform led by SLT members
• Assist in scheduling performance review meetings with SLT member’s direct reports as well as collating supporting documentation for the review meetings.
• Schedule regular catch up meetings with SLT direct reports.

Meeting Coordination and Documentation

• Organize and coordinate meetings, including Board meetings, leadership team meetings, and other key events.
• Prepare agendas, materials, and take accurate minutes during meetings.
• Follow up on action items and decisions from meetings to ensure they are implemented
• Manage the National Directors calendar, and in consultation with the SLT maintain a calendar of key events.
• To develop, set up and document office administrative systems related to: filing of documents, records management, and communications while ensuring confidential matters are handled promptly and efficiently.
• Provide support towards organization of Senior Leadership Team (SLT) Meetings
• Follow up on key processes from the SLT and other relevant Team working group meetings.

Project and Events Management

• Assist in the planning and execution of special projects and events led by the National Director’s office.
• Coordinate cross-functional teams to ensure projects and events are delivered on time, within scope, and with high quality.
• Monitor project progress and provide regular updates to the National Director
• Plan SLT members field visits in consultation with the respective Programme Directors or Regional Programme Managers.
• In liaison with the Legal, Governance and Compliance Manager, coordinate Board field visits.
• To coordinate travel plans and arrangements in coordination with the different departments, including flight bookings, shuttle arrangements and accommodation for all guests.

Office Management and Operations

• Oversee the smooth operation of the National Director’s office, including office supplies, equipment, and facilities.
• Manage budgets and expenditures related to the National Director’s office
• Managing office supplies, equipment, and facilities to ensure a productive work environment.
• Processing invoices, reimbursements, and financial reports.
• Managing logistics, guest lists, and event schedules.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Bachelor’s degree in Business Administration, Communications, Management, or a related field
• Professional certifications such as Certified Administrative Professional (CAP) are a plus
• Significant experience in administrative roles, preferably as an Executive Associate or in a similar capacity supporting senior executives.
• Proven track record of managing schedules, handling correspondence, and maintaining office records efficiently.
• Excellent verbal and written communication skills.
• Strong command of the English language.
• Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience handling sensitive information with confidentiality and discretion.
• Experience in troubleshooting and resolving office-related problems efficiently.
• Ability to adapt to changing priorities and handle unexpected tasks with ease.
• Ability to navigate and manage relationships effectively.

Required Education, training, license, registration, and certification

Bachelor’s degree in Business Administration, Communications, Management, or a related field

Preferred Knowledge and Qualifications

Strong command of the English language, excellent communication and Organizational skills with extensive knowledge on NGO operations and donor projects management

Travel and/or Work Environment Requirement

The position requires ability and willingness to travel domestically to 10% of the time

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