Executive Assistant at Echo Network Africa

Key Tasks, Duties and Responsibilities

The Executive Assistant is responsible for:

• Ensure smooth operations of the President's Office: Efficient and effective support to the President/ CEO’s office;
• Manage the President/ CEO’s Diary and office
• Provide logistical support for the President/ CEO's local and international travel, itinerary, and related expense reports
• Organize bi-lateral meetings between the President/ CEO and Development Partners
• Prepare and organize Documents for all meetings by the President/ CEO
• Schedule staff meetings with the President/ CEO
• Respond to emails and other correspondence as guided
• Efficient and effective administrative support within the Foundation.
• Support coordination and implementation of activities in the Foundation
• Coordinate the CEO’s event management with relevant parties both internal and external.
• Conduct research, data analytics and reports that enable proper planning and execution of activities related with the CEO’s docket.
• Compile monthly reports.
• Communicate regular updates on need basis.
• General management of the Foundation Office.
• Enhance good Governance Structure within the Foundation by facilitating Board Meetings
• Maintain an updated record /data of Board of Directors
• Maintain the Board calendar
• Support in the preparation and coordination of Board Meetings
• Preparation and coordination Board Committees’ meetings
• Timely distribution of materials for statutory meetings (within 7 days)
• Coordinate and Provide logistical support to members of ENAF Statutory organs to ensure effective governance and seamless operations.
• Efficiency in managing contact lists, making travel arrangements, and completing expense reports, measured through completion rates and feedback from stakeholders
• Enhance the functionality and efficiency of the Chief of Party's Office in supporting the
• President: Support the President/CEO’s Office in Program Coordination.
• Support day to day operations of the Chief of Party Office functionality and efficiency in support of the President/CEO’s Office.
• In collaboration with the Chief of Party, ensure that implementation complies with Foundation guidelines and those of Development Partners.
• Support the Chief of Party to ensure timely preparation of annual work plans and reports to the Foundation and to Development Partners
• Maintain updated records of Donors, Development Partners and Grant Documents
• President's Office and Foundation professionals with the appropriate skills and systems:
• Identify the training needs of staff working within the Foundation.
• In collaboration with the Talent Management and Development Manager, identify the training needs of Foundation staff and ensure they receive appropriate training
• ENAF's expansion process effectively managed through the President's Office: A well-managed expansion process at the President/CEO’s office
• Support the Chief of Party in developing and implementing funding strategy as well as reaching out to partners in the region.
• Participate in the documentation on processes, communication as needed by the office of the Chief of Party.

ACADEMIC QUALIFICATIONS:

• Bachelor’s Degree in Business Administration, Finance, Public Administration, or a related field.
• MBA in Strategic Management (Added advantage).
• Grants Management Certification (Added advantage)

EXPERIENCE & SKILLS

• Minimum of 5 years in executive support roles within corporate, NGO, or development sectors.
• Experience in board governance, donor relations, and project coordination..
• Strong background in grants management and fundraising support(added advantage).
• Ability to anticipate needs, plan effectively, and align tasks with organizational goals.