Urgent Job offer : Executive Assistant
Job description : Executive Assistant
Reports to: Executive Director
Main Functions: The Executive Assistant is responsible for personal administrative support and assistance to the Executive Director.
Assist primarily the Executive Director with organizational, financial, coordination and personal administration on a daily basis.
Manage heavy communications and calendar scheduling to organise various meetings.
Prioritise and manage multiple tasks simultaneously and follow through on issues in a timely manner.
Build and maintain accurate and confidential filing system. Ensure proper filing of all documents of the Department. Design and maintain databases.
Lead short-term projects and initiatives as requested by the Executive Director.
Respect the need for confidentiality and sensitivity of information.
Assist the Executive Director with all other related assigned tasks.
Assist Managers as delegated by the Executive Director.
Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director
Chase responses to requests and emails to/from the Executive Director
Manage all incoming calls and messages and direct to appropriate parties promptly and efficiently
Foster and maintain good working relations with all other departments, suppliers and employees
Interact with external partners
Maintain and present reports in a timely manner
Work with the Executive Director to manage his calendar and schedule including coordinating Executive Director’s travel itineraries
Organise all other meetings to be attended by the Executive Director
Ensure that key dates and events are highlighted to the Executive Director ahead of time
Prepare materials, packets and presentations for Executive Director’s meetings, coordination meetings, off-sites, and all-staff meetings
Organise the logistics of board meetings and other key internal meetings
Coordinate and distribute notes at management meetings as requested
Record, transcribe and distribute minutes of meetings
Organise and arrange venues for all other meetings requested by the Executive Director
- RECORDS AND DOCUMENTATION
Maintain records of decisions and ensure action items are clearly recorded for the Executive Director.
Organise documents for signature of Executive Director and members of executive staff related to relevant projects.
Keep accurate records and files at all times and as appropriate.
Update and maintain database of executive key contacts.
Coordinate travel arrangements for Executive Director and others as directed by the Executive Director
Provide oral and written translation of French to English, and English to French as needed
Manage Executive Director’s expense claims
Assist with special projects and reports as required by the Executive Director
JOB DESCRIPTION: Executive Assistant
Excellent HSC results, diploma in Business Management or equivalent and at least 5 years experience in a similar job. Bachelors degree is an advantage.
Strong interpersonal skills and the ability to build relationships with staff, board members and external partners
Excellent written and verbal communication skills (english and french).
Aptitude to work within tight deadlines, during odd hours
Strong sense of initiative and a proactive approach.
IT and social media skills: Packet Office, Gmail, Twitter, Facebook, other IT skills an advantage.
Demonstrate ability and commitment to team work and coordination with multiple partners.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Proven ability to handle confidential information with discretion
Non-judgmental and mature attitude towards vulnerable populations (LGBT, people who inject drugs, who live with HIV or engaged in sex work)
Strong interest in the social sector
Valid driving license.
Please send your detailed CV and motivation letter at firstname.lastname@example.org by Friday 18th May 2018.
PILS has an anti-discriminatory recruitment policy. This policy is based on skills, experience and profile of candidates, without any regards to their age, nationality, ethnic origin, religion, sexual orientation or HIV status. All competent candidates, including members of the Key Affected Populations, are encouraged to apply. PILS reserves the right not to appoint any person to this position.