Executive Assistant/Administrative Lead at IDinsight

About the Executive Assistant/Administrative Lead role

This role will offer support to the ESA RD and the exec office, including but not limited to

Regional support - 40%

• Relationship Management: Prioritizes maintaining relationships with key contacts on behalf of the Regional Director, in collaboration with the executive team
• Special projects: Works closely with the regional executive team to manage priority projects for the RD, many of which have organizational impact.
• Communication: 
  • Excels at communication between the RD's office and internal teams, building and maintaining credibility, trust, and support with leadership and staff. Works with the Comms team in coordinating the RD’s outreach activities.
  • Composes and prepares correspondence on behalf of the regional director
  • Prioritizes matters addressed to the RD; determines appropriate course of action, referral, or response and follows up appropriatelyEdits and completes first drafts for written communications to external stakeholders.
  • Creates and manages agendas and meeting documents.
  • Ensures that the RD’s biography is kept updated and responds to requests for materials regarding the RD and the organization in general 
• Collaboration: Works closely with the regional executive team to deliver on regional priorities; prioritizes conflicting needs, handles matters efficiently and proactively; follows through on projects to successful completion, often with competing deadlines.
• Offers support on Expense reports for RD and other budgets as needed. 
• Travel management: Books flights, accommodation, and other travel arrangements to support the region as required
• Maintains discretion and confidentiality in relationships appropriately 
• Proactive mindset: Looks for opportunities to support the region in any capacity needed

Calendar Management

• Plans and coordinates the RD's schedule: Set up meetings with key contacts as needed and respond to calendar invites appropriately
• Coordinates regional meetings for the region and leadership on request including scheduling, agenda creation, support, and follow-up.
• Prioritizes RD time: Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the RD's time 
• Works closely and effectively with the RD to keep him/her informed of upcoming commitments and responsibilities

Board Support and Liaison

• Serves as the RD’s administrative liaison to the ESA boards on request
• Provides logistical support for board members, including travel arrangements, preparation of board papers as needed 
• Ensures compliance with rules and regulations regarding board matters, including advance distribution of materials before meetings in electronic/paper format. This will be done in collaboration with the legal teams and the executive team.

Administrative Function - 60%

• Leads the Administrative function in Nairobi, including supervising, mentoring, training, and coaching administrative staff to ensure maximum productivity
• Ensures the organization meets all local compliance requirements
• Leads office immigration processes to ensure support to teammates
• Maintains office services by organizing office operations and procedures; preparing payroll inputs; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Track contracts- start and end dates for all necessary employees
• Producing reports, composing correspondence as needed
• Records Management: refine procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Creating presentations and other management-level reports.

Office Culture Building

• Acts as a culture builder, supporting the RD in thinking through initiatives that would strengthen the culture of the office
• Participates in the office Social and Cultural Committee (SCC) group and contributes to event planning, coordination, and identifying of themes that need to be acted on
• Helps manage office culture and morale and helps new staff acclimate to life with IDinsight 

Qualifications

• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors 
• Excellent written and verbal communication skills 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability 
• Emotional maturity 
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and satisfaction 
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment 
• A forward-looking thinker who actively seeks opportunities and proposes solutions  
• Bachelor's degree required 
• Strong work tenure: at least three years of experience supporting C-Level Executives