Executive Assistant to Country Director at Marie Stopes

Key Responsibilities

• Provide efficient administration and communication support to the CD’s office
• Maintain the Country Director’s diary and itinerary to facilitate his/her work plan and to avoid overlapping of tasks/events
• Coordinate meetings for the Country Director and meetings with CMT to avoid conflict of dates and events
• Take minutes for CMT and other meetings as instructed and track action points
• Ensure relevant reports, agenda and other information is provided and communicated to various levels of management
• Track and monitor the Country Director’s departmental budget
• Coordinate any external events or conferences as requested by the Country Director
• Coordinate documentation to the Country Director’s office requiring approval
• Maintain files related to the Board and all governance issues in conjunction with the Director People and Development
• Support responses in writing to any correspondences relating to policy and sensitive matters.
• Provide logistical and technical support to the Country Director
• Manage the Country Director’s travel itinerary (visa, hotel, flights etc) and ensure that all expenses related to the travel are processed
• Account for and surrender imprest granted to the Country Director’s office
• Coordinate logistics for seminars and conferences as instructed by the Country Director
• Conduct research for reports, briefings and correspondence for presentation as instructed by the Country Director
• Reconciliation of the Country Director’s monthly credit card statement and travel requisitions for submission to finance department
• Maintain interactions with internal and external stakeholders
• First point of contact of the Country Director in his/her absence, assessing priorities and redirecting mail as necessary
• Manage correspondence between donors, partners, other stakeholders and the Country Director ensuring that good public relations is maintained
• Promote cooperate image by professionally representing the Country Director internally and externally and consistently exhibiting the attributes of MSIK as an organization
• Representing in forum and meetings with affiliates for which the Country Director is a member.
• Develop a database of key contacts.
• Provide technical and administrative support to the Board of Directors
• Coordinate with the company secretary to ensure compliance with the Public Benefit Organizations Regulatory Authority, Registrar of Companies and other statutory/regulatory bodies.
• Ensure board minutes are signed off.
• Share annual board reports with the Public Benefit Organizations Regulatory Authority, Registrar of Companies and all other required statutory/regulatory bodies.
• Coordinate board meetings to avoid conflict of dates and events.
• Prepare confidential and sensitive documents/reports for the board for flow of information.
• Book and coordinate board travel itinerary as applicable both local and international and ensure that all expenses related to the trips are processed and surrendered.
• Maintain a proper record keeping of all board related correspondence and minutes.
• Support the Country Director by responding to enquiries from Board Members ensuring exceptional experience.
• Seamless coordination with CMT members to ensure board reports are submitted on time.
• Support the Board, Country Director and CMT members as required to respond to governance matters, implement and maintain governance best practices and compliance.
• Lead preparations for board meetings including preparing agendas, assembling and circulating board reports, recording action items and monitoring action items.
• Support the Country Director in post board meeting communication and implementation, including monitoring the implementation of resolutions and action items as agreed with the Country Director.
• Any other applicable duties that may be assigned.

Qualifications:

• Bachelor’s Degree in Business Administration, Social Sciences, Human Resources or related field
• Masters Degree will be an added advantage

Skills and Experience:

• At least 5 years’ experience in a similar administrative role
• Knowledge of project work
• Excellent interpersonal/communication skills – both oral and written
• Excellent analytical and organizational skills
• Proven ability to interpret verbal, written and numerical data
• Proven ability to “sell” ideas and concepts
• Negotiation skills
• Content design skills