JOB DETAILS:

Position Summary:

The Executive Assistant will support the National Director in managing daily operations, communications, scheduling, and administrative functions. The role ensures smooth coordination of Board, SMT, and other strategic meetings with strategic partners and stakeholders. It requires a highly professional, organized, and proactive individual with excellent communication and time management skills.

Essential Duties and Responsibilities:

Executive & Administrative Support

• • Manage the ND’s calendar, schedule appointments, and coordinate travel logistics.
  • Draft, format, and manage correspondence, reports, and briefing materials.
  • Screen and prioritize emails, calls, and inquiries addressed to the ND.
  • Support the ND in external engagements and follow-ups.

Meeting & Event Coordination

• Schedule and organize SMT and Board meetings; prepare agendas and record minutes.
• Coordinate logistics for internal and external meetings.
• Maintain confidential files and official records.
• Track SMT deliverables and follow-up on deadlines and action points.

Board & SMT Liaison

• Serve as administrative liaison to the Board of Directors.
• Organize regular Board committee meetings and quarterly Board meetings, travel, accommodations, and related logistics.
• Compile and distribute Board documents, and maintain Board files and calendars.
• Prepare presentation materials and reports for SMT and Board sessions.

Communication & Information Management

• Communicate professionally on behalf of the ND with staff, partners, and external stakeholders.
• Ensure timely dissemination of information and updates from the ND’s office.
• Maintain both digital and physical filing systems for secure document access.
• Manage the ND’s online platforms and act as social media handler when requested.
• Provide administrative support on other strategic assignments as required.

Minimum:

• Education: Bachelor’s Degree in Business Administration, Office Management, Hospitality, or related field.
• Years of Related Experience: Minimum of 3 years in a similar executive support role in a reputable organization.

Qualifications:

Preferred – in addition to minimum:

• Experience working with executive leadership and Boards.
• Previous exposure to non-profit or donor-funded environments.

Required Knowledge & Expertise

• Strong organizational, interpersonal, and communication skills.
• Proficiency in Microsoft Office and digital collaboration tools.
• Detail-oriented with excellent writing, reporting, and presentation abilities.
• High level of professionalism, discretion, and integrity.
• Ability to work independently and manage multiple priorities under pressure.
• Ability to act with a high level of confidentiality at all times.