Executive Assistant at Oxfam

KEY RESPONSIBILITIES

Affiliation and Transition Implementation

• Support the development and maintenance of key institutional documents.
• Maintain clear records of the stages of the transition process and monitor implementation progress.
• Manage various consultancies/commissioned work as part of the overall transition plan.
• Proactively identify and escalate potential risks that could impact the affiliation process.
• Monitor the transition budget and provide regular updates and reports as required.

Executive Support

• Serve as the OKE Board Chair’s administrative liaison to the Oxfam International ecosystem.
• Manage the Oxfam Kenya strategic calendar including planning and coordinating.
• Prepare deliverables such as drafting letters, talking notes, and other tasks to facilitate effective steering of the organization.
• Prioritize conflicting needs, handle matters expeditiously, and follow through on projects with deadline pressures.
• Maintain discretion, confidentiality, and compliance with applicable rules and regulations regarding board and committee matters.
• Provide logistical and administrative support to the Oxfam Kenya Board of Directors and to the Oxfam Kenya Executive Director.
• Support the Executive Directors weekly, bi-weekly and monthly calls including the development of the agenda and facilitating the meetings on the relevant meeting platforms.
• Serve as the primary liaison with the Finance department and support oversight of the Executive office and Board budgets.
• In collaboration with the OKE/OIS legal team, coordinate the legalisation and authorisation of all necessary documents as is required by the relevant governing bodies in Kenya and other related statutory requirements.

Board Meeting Coordination

• Schedule and coordinate all aspects of board meetings, including securing meeting venues, sending out invitations, and preparing meeting materials.
• Ensure timely distribution of necessary documentation, reports, and presentations to board members.
• Assist in the preparation of meeting agendas and take accurate minutes during board meetings.
• Manage effective contacts and relationships with Board Members, including arranging travel, expense reimbursements, and meeting logistics.
• Develop strong relations with the board members and efficiently coordinate different board committee meetings.

Communication Liaison

• Act as the primary point of contact for board members, facilitating communication between board members and the executive leadership.
• Coordinate correspondence, emails, and other pieces of communication on behalf of the board and the Executive Director.
• Maintain confidentiality of sensitive information related to the board and the Executive Directors office.
• Provide liaison services to donors, government officials, and other relevant partners on behalf of Oxfam Kenya and the Executive Director.

Record-Keeping and Documentation

• Maintain accurate records of board meetings, resolutions, senior management meetings and related official documents.
• Organize and manage electronic and physical filing systems for board-related materials and the senior management team.
• Support the preparation and distribution of board-related reports and presentations.

Support Strategic Initiatives

• Collaborate with executive leadership and board committees to support the implementation of strategic initiatives and projects.
• Conduct research and compile data to support decision-making processes and strategic planning efforts.
• Assist in the preparation of reports and presentations for board meetings and strategic planning meetings.

Administrative and Logistics Support

• Provide general administrative support to the executive leadership and other members of the organization as needed.
• Assist in the coordination of special events, retreats, and other board-related activities.
• Perform other duties and responsibilities as assigned by Executive Director.
• Coordinate logistics for key meetings related to the affiliation process, ensuring effective communication and documentation.
• Liaise with key stakeholders involved in the affiliation process to ensure alignment and collaboration.

Knowledge and Information Management

• Provide regular progress reports and project updates to the Executive Director and key stakeholders.
• Manage all information effectively to support decision-making and information sharing.
• Contribute to the continuous improvement of affiliation-relevant processes and tools.
• Capture, document, and share best practices and learnings from the affiliation process with relevant stakeholders.

Person specification

Most importantly, every individual at Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity."
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Technical skills, experience and knowledge

• Bachelor's degree in a relevant field (e.g., International Development, Business Administration, Project Management etc) and a minimum of 7 years of related experience providing direct executive support to a senior manager preferably in a non-profit environment, supporting governance and executive structures.
• Sound working knowledge of managing a senior executive’s calendar, scheduling, and preparing for meetings.
• Good knowledge of acting as an executive’s gatekeeper and able to work under pressure.
• Impressive relational skill – able to support the management of an executive’s direct reports, donors, and related stakeholders both internal and external.
• Excellent oral and written skills – able to learn quickly.
• Previous experience in project coordination, preferably within the development sector.
• Strong organizational and coordination skills, with the ability to manage multiple tasks simultaneously.
• Proactive problem-solving ability and a high level of attention to detail.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
• Proficiency in information management and use of relevant software tools.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Ability to work effectively in a fast-paced and changing environment.
• Ability to work without close supervision and to follow verbal and written instructions.
• Discretion and confidentiality in handling sensitive information.
• Professional demeanour and the ability to interact professionally with board members, executives, and staff at all levels.