Executive Assistant Admin Job Blue Ventures

About Blue Ventures

We rebuild tropical fisheries with coastal communities Blue Ventures develops transformative approaches for catalysing and sustaining locally led marine conservation. We work in places where the ocean is vital to local cultures and economies, and are committed to protecting marine biodiversity in ways that benefit coastal people. Our story started over a decade ago, surveying coral reefs in the Mozambique channel. Vezo communities in southern Madagascar were concerned about the decline of their fisheries, so we supported one village to experiment with closing off a small section of their octopus gleaning area for a few months, to see whether this might boost productivity. When the closure was re-opened, communities experienced a huge increase in octopus landings and fisher incomes. As news of this remarkable fishery boom spread, neighbouring communities started copying this approach. Crucially, this sparked interest in more ambitious coastal management efforts, leading to the creation of the country’s first Locally Managed Marine Area (LMMA) governed by a small network of fishing villages. Since then, this temporary fishery closure model has gone viral along thousands of kilometres of Madagascar’s coastline, spawning a grassroots marine conservation revolution with 64 more LMMAs established to date. Today, 11% of the island’s seabed is managed by communities, for communities. Our work is about much more than octopus. These experiences have guided our journey searching for new approaches to demonstrate that marine conservation can be in everyone’s interest, and that taking less from our ocean can give us much much more.

Key Responsibilities

• Administrative Support: Provide comprehensive administrative assistance to the CEO and, as needed, to ELT members, including managing schedules, coordinating meetings, and preparing executive presentations.
• Calendar Management: As required, oversee complex calendars for the Chief Executive and other ELT members, balancing meetings, travel, and high-priority tasks to ensure optimal time use.
• Communication: Act as the first point of contact for the Chief Executive, managing emails, phone calls, and other correspondence; draft, proofread, and distribute communications as required.
• Meeting Coordination: Organise and schedule the Executive Leadership Team,
• Senior Leadership Team, and other internal and external meetings. This includes preparing agendas, compiling briefing materials, and taking detailed minutes.
• Travel Coordination: Arrange and coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Project Management: Assist with special projects, presentations, and reports on behalf of the Chief Executive, including cross-functional initiatives that require input from multiple departments.
• Event Planning: Organise events as needed.
• Confidentiality: Handle sensitive information with the utmost privacy and discretion.
• Stakeholder Relations: Build and maintain strong relationships with internal and external stakeholders, ensuring seamless communication and collaboration.

Skills and experience Required

• Experience: Significant experience in an Executive Assistant role supporting C-suite executives.
• Education: A bachelor’s degree or equivalent experience
• Technology Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google, experience with scheduling tools, and familiarity with video conferencing platforms (e.g., Zoom, Google, Teams).
• Organisational Skills: Exceptional organisational and time-management skills, with the ability to handle multiple tasks and prioritise effectively in a fast-paced environment.
• Communication: Excellent verbal and written communication skills; strong attention to detail in drafting minutes, emails, reports, and presentations.
• Confident and comfortable when talking with Executives and individuals at all levels of an organisation, internally and externally.
• Proven ability to develop solid working relationships, including understanding the dynamics necessary to work efficiently and effectively within a global organisation.
• Problem-Solving: Demonstrated ability to anticipate needs, think critically, and offer
• solutions proactively.

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