Executive Assistant NGO Job Conservation International

Executive Assistant NGO Job. Administration Jobs In Kenya

The Executive Assistant will provide administrative support for the Chief Field Officer and VP-Africa. Duties include managing executives’ calendars, travel, and meeting schedules; preparing routine and high-level correspondence; establishing priorities, multicultural relationship management in an agile and responsive manner; handling confidential and sensitive information; preparing presentations and related meeting materials, and making travel arrangements. They will also be responsible for general administrative support, including maintaining filing systems, preparing expense reports, and providing ad hoc operational support on HR, Finance, and IT-related tasks.

The Executive Assistant will function as the primary point of contact for the executives with a wide variety of key constituents, including potential and existing stakeholders. Duties are highly confidential and require a working knowledge of CI’s policies, procedures, programs, and operations. Ability to work effectively with others and excellent communication skills are required. This position does not supervise staff.

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Responsibilities

• Assist executives on all administrative matters.
• Screen incoming correspondence, calls, and requests, and determine priority and appropriate disposition. Ensure that critical and sensitive information flows to executives in a timely manner. Develop appropriate follow-up procedures.
• Responsible for electronic calendar management, requiring interaction with both internal and external executives/their assistants as well as consultants, partners, and donors to coordinate a variety of complex executive meetings.
• Manage executives’ business and travel calendars. Coordinate activities with others as appropriate.
• Act as the point of contact person for various partners; work in liaison with other EAs to respond to cross-cutting inquiries while observing appropriate protocols.
• Act as a liaison with other departments and others within and outside of CI.
• Prepare correspondence, memos, presentations, and other communications material.
• Develop effective follow-up mechanisms with management to ensure action points are documented and completed with reminders where necessary.
• Prepare payment requests, travel reimbursements, and other related financial transactions.
• Maintain administrative files.
• Mentor and support other Personal Assistants, where relevant.
• Provide additional administrative or operational support as directed
• Other duties as assigned by the supervisor.

Additional Responsibilities 

Additional responsibilities will include the organization of internal and external events in Africa.  As well as liaison with other parts of CI when high-profile visits are organized to Africa by either internal or external stakeholders.

People and Resource Management Responsibilities 

• Does not directly supervise staff but assists peers and helps direct the work of interns, temporary employees, contractors, or volunteers.
• Can initiate payment requests or similar transactions as directly approved by the supervisor.

Working Conditions

• Guidance on flexible work arrangements will be shared during the interview process.

Qualifications

Required

• Bachelor’s degree equivalent combination of education and experience in Business Management/Administration or a relevant field.
• 4 to 6 years of relevant experience.
• Solid knowledge of Windows and MS applications: Excel, Word, PowerPoint, and Outlook.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Ability to self-motivate and self-direct.
• Positive attitude and strong orientation toward teamwork.
• Excellent written and verbal communication skills.
• Ability to write reports.
• Demonstrate high levels of integrity and professionalism.
• Passion for environmental conservation.

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How to Apply

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