Executive Assistant at Stratostaff

Profile Introduction                                                                   

• Our client an International NGO, seeks to bring on board an Executive Assistant who will be responsible for providing executive support to the Chief Digital & Information Officer (CDIO), and by extension to the Cybersecurity and Technology Leadership team where required, to achieve the Function’s strategy. Duties would typically encompass scheduling, calendar management, expenses management, and various ad hoc project support.

Roles & Responsibilities  

• Manage scheduling for the CDIO including calendar meeting requests, including technical set-up of virtual meetings.
• Plan, coordinate and ensure schedules are respected by acting as a ‘gatekeeper’ while maintaining access to the leadership team.
• Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for attendees.
•  Manage agenda, take minutes at meetings, and distribute as appropriate.
•  Proactively support follow up of key action items where possible, ensuring that the Functional Head is prepared for meetings and on top of significant deliverables.
•  Manage travel in coordination with the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations, and informing key Foundation stakeholders in destination locations,
•  Prepare and submit expense reports accurately and efficiently in line with organizational policies.
• Manage virtual meetings by acting as host, sharing screens, enabling breakout rooms.
• Compose routine correspondence where possible.
•  Liaise with the communication team and colleagues regarding functional communications.
•  Monitor email and act as appropriate. Ensure attention to accuracy and detail.
• Support maintenance of Function’s documents vis-à-vis digital filing and intranet site (SharePoint) storage.
•  Build, liaise and sustain relationships with employees, leadership, other functional heads on behalf of the Function.
•  Provide backup to other executive administrators or office coordinator as required.

Minimum   Requirements:                        

• College diploma or University degree is required.
•  4-6 years of experience in an Administrative Assistant and/or Executive Assistant role in a fast-paced, complex environment. Local experience preferred.
• Excellent prioritization and time management skills.
• Excellent interpersonal skills, exhibiting grace under pressure, able to build strong relationships across the organization.
• Strong communication skills in English and/or prevalent local language; written and spoken, and ability to communicate effectively across cultures.
•  Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).
• Detail-oriented with a demonstrated ability to manage through complex and ambiguous circumstances consistently and effectively.
• Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
•  Effective negotiator and conflict resolver
•  Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
• Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the organizational values.