Job Purpose 

• Act as a single point of contact for all organizational work with executives and internal/external sources. 
• Ensure a smoother work environment for executives so as to perform all regular tasks and allow executives to focus on developmental works.  

Primary Responsibilities

• Answering phones and routing calls to the correct person or taking messages. 
• Handling basic bookkeeping tasks. 
• Filing and retrieving corporate records, documents, and reports. 
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives. 
• Helping prepare for meetings, sending minutes after a meeting, following up for the tasks of a meeting. 
• Using various software, including word processing, spreadsheets, databases, and presentation software. 
• Reading and analyzing incoming memos, submissions, and distributing them as needed. 
• Making travel arrangements for executives. 
• Performing office duties that include ordering supplies and managing a records database. 
• Provide general administrative support. 
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf 
• Maintaining comprehensive and accurate records  
• Performing minor accounting duties  
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary 
• Answering phone calls in a polite and professional manner 
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters 
• Acting as the point of contact between the executives and internal or external colleagues 
• Organising meetings and booking meeting rooms 
• Handling correspondence directed to managers 
• Making travel arrangements and detailed travel itineraries 
• Producing reports and presentations 
• Maintaining the current filing and database system, and looking for ways to improve current systems 
• Ensure calendar invite is sent for all meetings 
• Managing fluid calendar requests, meeting invites and conference room logistics, and floor access 
• Managing large event logistics, catering, accommodations, and materials (e.g., business writing courses, All Hands events, etc.) 
• Planning space for the team and facilitating office moves 
• Improving morale, helping recognize outstanding efforts, having fun at work, and encouraging others to do the same 
• Attending key meetings, tracking and helping drive completion of key deliverable, and following up on outstanding items 
• Driving team activities (e.g., staff meeting agendas, weekly business reviews, All Hands events, snacks and supply ordering, team-building events, launch events and recognition posters) 
• Updating team organizational charts 
• Managing workflows that require approvals 
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors 
• Expert level written and verbal communication skills 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability 
• Must have good skills in managing the general administration and facility precisely 
• Highly resourceful team-player, with the ability to also be extremely effective independently Proven ability to handle confidential information with discretion, be adaptable to various 
• competing demands, and demonstrate the highest level of customer/ client service and response 
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment 
• Forward looking thinker, who actively seeks opportunities and proposes solutions