Executive Assistant To Chairpersons Office

Department: Leadership Office
Reports To: Director
Job Type: Full-Time

Role Overview:

Our partner organization, a purpose-driven institution working towards social impact, is seeking a highly organized and proactive individual to serve as an Executive Assistant to the Chairperson. This role requires providing comprehensive administrative support, ensuring smooth operations, and effective management of activities. The ideal candidate must possess exceptional organizational skills, keen attention to detail, the ability to handle sensitive information with discretion, and be open to traveling.

About Our Partner

Our partner organization is dedicated to fostering justice, equity, peace, and sustainability by driving meaningful social transformation. Their mission is to create large-scale impact through research, advocacy, leadership development, and grassroots activism.

Their core values include Compassion, Excellence, Honesty, Courage, and Humility, which are embedded in every aspect of their work.

Key Responsibilities:

Logistical Support:

• Manage travel arrangements, including bookings for flights, accommodations, and ground transportation, ensuring efficiency and accuracy.
• Prepare and submit expense reports, ensuring adherence to budgetary guidelines.
• Coordinate on-ground government protocol movements at various locations (national and international).

Research and Information Management:

• Conduct research on various topics as required.
• Organize and maintain electronic and hardcopy files, ensuring easy accessibility and confidentiality.

Meeting Preparation:

• Maintain an updated contact list for the Chairperson.
• Coordinate logistics for meetings, including venue booking, catering, audiovisual setup, and attendee communication.
• Take minutes and follow up on action items from meetings, ensuring timely execution of tasks.

Protocol Management:

• Assist in coordinating protocol-related activities and ensure compliance with diplomatic and organizational protocols.
• Communicate with senior leadership and executives as required.

Confidentiality and Discretion:

• Maintain strict confidentiality regarding sensitive information and discussions, exercising discretion in all interactions.
• Uphold ethical standards and integrity in handling confidential matters.

Qualifications Skills:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in MS Office and other administrative tools.
• Ability to work under pressure and handle complex tasks efficiently.
• Willingness to travel as required.