Executive Assistant at The Center for International Health, Education and Biosecurity (CIHEB)

Job Summary:

 The Executive Assistant is responsible for providing comprehensive support to the Board, Chief Executive Officer (CEO), and Senior Management Team (SMT) and supporting the organization’s office operations, including working on special projects as assigned. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with high professionalism and confidentiality.

Key Responsibilities:

• Coordinate board meetings, including scheduling, sending invites, and preparing materials.
• Prepare agendas and take minutes during board and SMT meetings.
• Act as a point of contact between the board members, senior management, and employees.
• Manage and prepare documents for board meetings, including research and presentation materials.
• Assist in communicating board decisions to the organization.
• Manage the CEO’s calendar, including making appointments and prioritizing sensitive matters.
• Coordinate travel arrangements and prepare itineraries for the CEO.
• Serve as the gatekeeper to the CEO, managing incoming requests and ensuring timely responses.
• Provide a bridge for smooth communication between the CEO and internal departments.
• Manage the organization’s email, including directing emails to the relevant departments.
• Manage and schedule SMT meetings and tracking of meeting deliverables.
• In collaboration with SMT, organize staff events, including staff meetings, Technical Friday and other relevant staff events.
• Support in setting up new initiatives and small projects as guided.

Qualifications:

• Bachelor’s Degree in Business Administration or related field
• A minimum of 3 years of experience in administration. Experience as an Executive Assistant will be an added advantage.
• Exceptional communication skills, both verbal and written
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience in project management and event planning
• High level of professionalism and confidentiality
• Ability to multitask and prioritize tasks
• Strong organizational skills and attention to detail