Thursday, 20 March 2025

APPLY NOW: Executive Assistant to the Executive Director

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APPLY NOW: Executive Assistant to the Executive Director

By Olamide Adedara on March 20, 2025

Centre for Communication and Social Impact

Admin & Office

Abuja Full Time

NGO, NPO & Charity

Job Summary

The Executive Assistant (EA) provides high-level administrative and operational support to the Executive Director (ED) and the Executive Office Department at CCSI. They are responsible for the management, analysis and improvement of information flow within the department and the wider organization. This role is essential for ensuring the efficient operation of the Executive Office and facilitating effective communication between the Executive Director and various stakeholders. Primary responsibilities include providing executive support to the ED, administrative and operational support for the Executive Office Department, and supporting the ED's engagements, travels, and priorities. The EA is required to project manage specific projects and special initiatives within the Executive office or across departments and manage key relationships with consultants and partners on behalf of the ED. They will serve as the first point of contact for the ED and is responsible for managing the ED's schedule, coordinating meetings, and handling various administrative tasks that contribute to the strategic goals of the organization. The ideal candidate is highly organized and a team player with experience in administration, managing projects, budgets, and inter-departmental communication. They are a creative problem solver with high attention to detail and have previous experience supporting and staffing a principal

Minimum Qualification : Degree
Experience Level : Mid level
Experience Length : 3 years

Job Description/Requirements

Responsibilities:

Administrative Support:

Manage the Executive Director's calendar, scheduling appointments, meetings, and events while prioritizing time-sensitive matters.
Prepare and organize documents, reports, and presentations for meetings, ensuring all materials are ready in advance.
Draft, proofread, and edit correspondence, reports, and other documents on behalf of the Executive Director.
Tracks and logs high-level executive correspondence (in-person and written) and ensures prompt follow-up from relevant personnel where required.
Processes and monitors expense reports for the ED

Meeting Coordination:

Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
Ensure that the Executive Director is well-prepared for meetings by providing necessary background information and materials.
Manage logistics for meetings and events, including arranging venues, catering, and technology needs.
Prioritizing conflicting meeting calendars, supporting ED to ensure alternate arrangements and follows through to ensure feedback to ED and Executive office as may ne required

Communication Management:

Serve as a primary point of contact for internal and external stakeholders, representing the Executive Director with professionalism and discretion.
Maintain confidentiality regarding sensitive information and ensure compliance with organizational policies and procedures
Handle incoming communications, including phone calls, emails, and inquiries, and respond or redirect as appropriate.
Foster positive relationships with staff, consultant, board members, donors, and other key stakeholders.
Prepare briefing materials for the Executive Chair's engagements and staff events when required within or outside the HQ.

Operational Support:

Assist in the preparation of reports and presentations for board meetings, strategic planning sessions, and other key events.
Help coordinate the Executive Office's operations, ensuring that administrative processes run smoothly.
Manage and maintain filing systems, both electronic and physical, ensuring easy retrieval of information.
Supports and implements streamlined processes for collaboration and greater efficiency across the departments
Ensures key executive office contacts are captured and recorded on a database; compiles and catalogs Executive office relevant data, meetings and trip notes, relevant briefing notes, and other important documents in an archived format accessible to staff as may be required

Project Management:

Support the Executive Director in managing special projects and initiatives, ensuring deadlines are met and objectives are achieved.
Develop and supervise the implementation of checklists or event rolls to ensure smooth activities and events, whether internal or external
Conduct research and gather information as needed to assist the Executive Director in decision-making processes.

Organizational Culture:

Uphold the organization's values and commitment to ethical practices in all interactions.
Actively contributes to making CCSI a diverse and equitable workplace through inclusive practice and openness to different perspectives, cultures, and ideas.
Maintains behavior and conduct that uphold the highest standards for safeguarding, professionally and personally.
Upholds a culture of responsiveness, discretion, diplomacy, and excellence when it comes to how the CCSI and the Executive Office respond to and support the ED and its relationship with the wider organization.
Acts as a role model for a 'learning organization' culture by seeking insight and using problems as opportunities to learn. Stay updated on organizational activities, priorities, and changes to effectively support the Executive Director.

Requirements:

Bachelor's degree in Business Administration, Management, or a related field, a Master's degree is an added advantage
A minimum of 3-5 years of experience in an executive support role, preferably in a non-profit or international development environment.
Excellent communication skills, experience preparing briefing materials, project management, discretion, and diplomacy.
Proven ability to work with little or no supervision, demonstrating initiative and confidence in decision-making.
Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
Strong verbal and written communication skills, with attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
Demonstrated ability to handle confidential information with discretion.
Strong interpersonal skills with the ability to engage effectively with diverse stakeholders

Desirable Skills, Knowledge, and Experience:

Experience working with senior leadership or in a board support capacity.
Knowledge of the non-profit sector and understanding of organizational structures.
Ability to multitask, work independently and collaboratively in a fast-paced environment
Proactive, resourceful, and adaptable, with a positive attitude towards challenges.