Executive Assistant at Nalafem

SCOPE OF WORK

The Executive Assistant will be responsible for managing tasks for the Executive Director & President such as creating reports, organizing travel and accommodation, taking minutes, and other administrative tasks.

DUTIES AND RESPONSIBILITIES

• Support the Executive Director & President primarily and provide additional support to the secretariat, as directed, to ensure that Nalafem goals and objectives are accomplished and that operations run efficiently;
• Plan and orchestrate work to ensure that priorities are met, organizational goals are achieved, and best practices are upheld;
• Be the point of contact among executives, employees, and other external partners in scheduling meetings and taking minutes:
• Provide administrative assistance, such as writing and editing emails, drafting memos, letters and preparing communications on the Executive Director’s & President’s behalf:
• Research and prepare documents for review and presentation by the Executive Director & President;
• Researching for and writing talking points for the President and The Executive Director;
• Manage the Executive Director & President calendars, including making appointments and prioritizing the most sensitive matters;
• Organize meetings, including scheduling, sending reminders, and writing and distributing minutes including daily staff meetings;
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals in
• coordination with finance and admin officer;
• Manage the hello@nalafem.org email by screening and distributing correspondence to the relevant staff;
• Maintain the filing system and contacts database;
• Maintain professionalism and strict confidentiality with all materials;
• Use Nalafem tools (Slack, Asana, etc.);
• Draft and submit reports as required;
• Any other task assigned by the Executive Director & President.

QUALIFICATIONS AND SKILLS

• Proven experience as a an executive assistant or similar executive role
• Bachelor’s degree in a relevant field
• Must be able to meet deadlines in a fast-paced, quickly changing environment
• Outstanding organizational, time and administrative skills
• Ability to maintain confidentiality
• Strong writing and reporting skills
• Understanding of digital platforms and familiarity with remote working, including adaptability with different Time Zones
• High integrity, strong result orientation and drive for excellence.
• A proactive approach to problem-solving with strong decision-making skills.
• Excellent communication and analytical skills.
• Strong communication in English (French and Arabic are a strong bonus)