Job Vacancy: Executive
Assistant to Executive Director
The Executive Assistant to the Executive Director’s role fully supports the Executive Director (ED) by managing time and engagements and by tracking all pending work. The ED operates at a very high level internationally and has many internal commitments within the confederation.
The Executive Assistant to the Executive Director’s role fully supports the Executive Director (ED) by managing time and engagements and by tracking all pending work. The ED operates at a very high level internationally and has many internal commitments within the confederation.
The diary needs to be managed to
enable the ED to be at her/his most effective. Management and sign off of the
Executive Coordinator’s work and guidance provided when needed.
Key Responsibilities
·
Full maintenance of the ED’s diary.
This involves both responding to internal and external requests and also
proactively scheduling appointments and managing the tension between internal
and external work.
·
Full management of the ED’s emails,
bringing forward items for attention in a timely manner.
·
Receiving all invitations to the ED
and holding weekly meetings with the OI ED Support Team in order to establish a
strategic external engagement agenda, whilst working with the Head of
Governance to ensure that a balance is found between external and internal
commitments.
·
Establishing a relationship of mutual
trust and respect with the ED in order to facilitate communication and maximise
efficiency.
·
Handling both general and specific
paper and electronic correspondence; drafting text for the ED, including high
level communications.
·
Improving the effectiveness and
efficiency of the Executive Office such as by developing templates, standards
and promoting ways of working best practice, for instance in the preparation
and provision of meeting briefs.
·
Finalizing the ED’s travel and
meeting packs as prepared by the Executive Coordinator, and providing guidance
to the Executive Coordinator when delivering specific pieces of work for the
ED.
·
Overseeing of Executive Office
Budget.
·
Overseeing the work of the Executive
Coordinator, providing guidance and sign off on all administrative areas.
·
Ensuring the ED’s time is utilised as
efficiently as possible when she/he is travelling by overseeing the hosting
organisation / affiliate’s schedule, amending anything that would be deemed
unsuitable by the ED, setting up meetings/calls in the local time zone and
ensuring they take place on time.
·
Providing personal support to the ED
when required.
·
Liaising with the ED’s high level
external contacts including embassies, government officials, INGO leaders and
royalty.
Key competencies / requirements
·
Must have at least 8 years working
experience in strategic and senior executive support significant EA experience
at ideally minimum Regional director, preferably Executive/Managing Director
level,
·
A bachelor’s degree in the field of
communication or similar field from a recognized institution. Master’s degree
in business management or any other similar field preferred;
·
Experience working transnationally,
across boundaries, or for a large national company with international
operations.
·
Experience in high pressure role –
ability to operate effectively in a fast-paced, changing environment.
·
Global mindset – the ED operates
primarily from a virtual office and as the remit of her role is global she is
required to operate within multiple time-zones.
·
Successful candidate must be prepared
to accommodate this and operate with a global mindset.
·
Demonstrable project management
skills.
·
Excellent communication skills,
including experience of communicating with senior officials – diplomacy,
credibility, ability to negotiate and influence.
·
Ability to work effectively in a
team/matrixed/largely virtual environment. Ability to build strong
relationships in a highly virtual environment, i.e build and maintain strong
relationships with multiple and highly varied stakeholders and cultural
sensibility, experience of working across boundaries.
·
French and Spanish desirable.
Remuneration and compensation:
Salary: circa Ksh 3,500,000 gross p.a subject to experience
Benefits: 22 days annual leave, 10% employer pension, medical cover
Applications
Interested candidates who fully meet
the above requirements should send their applications along with a detailed CV
and cover letter indicating current and expected salary and their daytime
contact to execsearch254@gmail.com
Only shortlisted candidates will be
contacted.
We do not charge any fees for
receiving and reviewing applications or for interviews.
Closing Date: 1st June 2018
