Executive Assistant to Director - (978) at mothers2mothers

Job Description

• The primary function of the Executive Assistant to the Director is to provide a professional and comprehensive executive assistance service to the Director: DPTS, including critical organisation-orientated support such as secretarial and administrative tasks, stakeholder relations management and dealing with strategically sensitive and confidential information. 
• The Executive Assistant also performs a Board liaison role for the Global Programme Committee, liaising with Committee members as required, scheduling committee meetings and providing administrative support to the Chairman of the GPC.
• The Executive Assistant has line management responsibility for the WC/HO Driver/Logistics support assistant, and in this capacity holds oversight of the deliverables of the WC/HO Driver/ logistics support assistant, the co-ordination of site-visits for internal and external stakeholders and the support provided to the Innovation Hub Team. 
• The Executive Assistant is responsible for WC/HO fleet management. 
• The Executive Assistant is responsible for the line management of the DPTS Team Administrator who provides administrative support to the DPTS team.

Key Performance Areas:
Assistant to DPTS Director:

• Lead diary management and scheduling of internal and external meetings which would include inter-departmental meetings. 
• Assist with all travel planning and accommodation bookings by making sure the required schedule is liaised with the Travel coordinator.
• Sending out correspondence and liaising on behalf of DPTS
• Act as point person for all documentation, to be signed off by the DPTS Director
• Attending meetings, taking detailed minutes as required with action plan and follow up on progress of action plan.
• Liquidation of Travel Expenses 
• Liquidation of all Credit Card Expenses
• Monitoring, screening and responding to and distributing incoming written communication with understanding of different sectorial sensitivities.
• Manage and maintain Director’s schedules; appointments; internal and external meetings and associated travel arrangements (local and international)
• Effectively dealing with incoming issues and requests, managing the lead times in the context of deadlines provided or expected.
• Attend to and use own initiative to respond to and mange inquiries and requests.
• Meeting and event co-ordination

Administrative support to DPTS Team:

• Meeting scheduling and coordination, including taking minutes and distribution thereof.
• Coordination and constant follow-up of activities
• Point person to DPTS team, for all documentation which requires Director’s attention.
• Point person for Country Teams that requires action on all documentations to be signed by the Director.
• Liaise directly with the Country Directors to schedule meetings or coordinate activities on behalf of the Director.

Line and Fleet Management Responsibilities:

• Line management of the WC/HO Driver and Team Administrator
• Fleet Management of the WC/HO Fleet

System Innovation:

• Advise and recommend new features or changes to team administration systems, processes or knowledge sharing sites/portals. In collaboration with line manager design, implement and rollout these recommendations to the team.

Board Liaison:

• The Executive Assistant also performs a Board liaison role for the Global Programme Committee, liaising with Committee members as required, scheduling committee meetings and providing administrative support to the Chairman of the GPC

Job Requirements

Qualification and Experience:

• Degree or Diploma in Administration or related field
• At least 7-10 years’ experience
• Excellent working knowledge of and experience in using MS Office suite, videoconferencing skills (Teams / Zoom etc).
• Working knowledge of SharePoint and OneDrive

Competencies:

• High attention to detail
• Attend to and use own initiative to respond to and manage enquiries and requests.
• Complex long-term calendar management, across time-zones
• Team player, self-motivated, creative, resourceful, flexible, energetic with sound judgment
• Results-oriented with the ability to manage decisively and motivate staff to perform optimally.
• Strong management skills and high level of personal integrity
• High ability to multi-task
• Flexible with ability to work under pressure. 
• Excellent verbal and written English communication skills. 
• Excellent organisational skills and ability to manage multiple concurrent tasks and deadlines.
• Ability to create structure and work in structured ways.
• Strong stakeholder relationship skills
• Ability to work within a matrix management structure.

Closing Date

10/7/2023