Executive Office Assistant

ORGANIZATIONAL DESCRIPTION

 Duties and Responsibilities

• Arrange & facilitate venues and logistics required for staff meetings, Executive Board meetings, bi-annual meetings, other regional meetings, trainings & workshops organized by the Association.
• Leads and coordinates the internal and external communications of the association pertinent to the office of the director.
• Completes a broad variety of administrative tasks for the director including: managing an extremely active calendar of appointments; composing and preparing correspondence
• Plans, coordinates and ensures the Director schedule is followed and respected.
• Communicates on behalf of the Director, with Board members, donors, secretariat staff and others, on matters related to the office of the director
• Prioritizes, and follows up on incoming issues and concerns addressed to the Director, Determines appropriate course of action, referral to other departments or management members, or response.
• Provides a bridge for smooth communication between the Director Office and internal departments; demonstrating leadership to maintain credibility, trust and support with management staff.
• Works closely and effectively with the Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED ability to effectively lead the company.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Participates as an adjunct member of the Management Team including assisting in scheduling meetings and attending all meetings as desired
• Assists in coordinating the agenda of management team meetings and all staff meetings
• Edits and completes first drafts for written communications to external stake holders for Strategic Initiatives
• Follows up on contacts made by the director and supports the cultivation of ongoing relationships
• Drafts and prepares letters and memos and gives replies to general queries as instructed.
• Maintains and be responsible for keeping corporate documents such as management minutes, Executive Board minutes, and Agreements done between EMA and key stakeholders and follows their application together with respective departments.
• Administers petty cash and effects authorized payments ensuring completeness and correctness of supporting documents.
• Follows- up and manage monthly bills of EMA such as electric, telephone, broadband internet, water, office rent, etc.
• Perform other duties assigned to him /her by the immediate supervisor.

Education and Qualification

• BA/BSc in Management, Accounting, Marketing, Sociology and/ or health related field of studies.
• Minimum 4 years of relevant experience on similar /related position and having a Master’s Degree in advantageous. Experience in NGO environment and/or working in donor-based projects are advantageous.

Desired Criteria (An Asset)

• Experience in International, local NGO & professional association’s environment is advantageous

 Competencies/ Personal attributes

• Ability to maintain confidentiality and security of EMA’s critical information and hence, foster trust and respect.
• Ability to work independently
• Being self-motivated and highly organized, detail oriented.
• Being flexible and able to work well under pressure and prioritizing ability.
• Exhibit a desire to support people.
• Having strong team player skills and interest.
• Having good facilitation skills.

Required Skills & Abilities

• Strong verbal and written communications skills
• Strong MS office and the ability to use new technology
• Knowledge of records management( both manual and computerized systems)
• Event management
• Scheduling and calendar management

Languages:

• Fluency in spoken and written English and Amharic.