Executive Assistant to Executive Director at African Development Solutions (Adeso)

• The successful candidate will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources and organize and maintain administrative processes. This is a high demand position requiring someone with excellent communication skills who can be available at the request of the ED and her schedule.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Director Support

• Serve as the ED’s administrative liaison to Adeso’s Senior Leadership, COO, Heads of Department and Programs Team.
• Efficiently manage the ED's daily schedule and coordinate meetings across multiple time zones, both virtual and in-person. Ensure she is aware of her schedule 24 hours in advance, providing necessary information for thorough preparation.
• Support the ED in arriving and concluding meetings on time, ready to adjust schedules as needed.
• Work closely and effectively with the COO and her Chief of Staff to keep the ED well informed about upcoming commitments and responsibilities, following up appropriately to ensure that ED apprised and updated.
• Collect receipts and prepare expense reports.
• Arrange complex and detailed travel plans, itineraries, and agendas, and compile documents for travel-related meetings.
• Coordinate activities, such as conferences, field visits, internally and externally organized workshops; and other tasks that facilitate the ED’s ability to effectively lead the organization.
• When the ED chairs meetings: work with the Chief of Staff to prepare an agenda in advance; assist with and provide research/background information, content development, and creation of presentations, coordinate meetings and take meeting notes.

Board Management

• Lead the planning and coordination of all aspects of quarterly board meetings, including tracking, monitoring, following the progress of action items, and producing accurate Board minutes at each meeting when in attendance.
• Drafting the meeting agenda, establish the timetable, and preparation of board materials.
• Manage effective contacts and relationships with Board Members, including arranging board member travel arrangements, expense reimbursements, and board meeting logistics, and acting as a first point of contact for Board Member queries.

External Communications and Other Responsibilities

• Work with the COO and Chief of Staff to manage external contacts for the ED, proactively understanding who they are, which are the priority contacts and keeping track of periodic communication needed for priority contacts.
• Work closely with the Chief of Staff to perform liaison services on behalf of Adeso and the ED to donors, Government Officials, and other relevant partners.
• Review correspondence (mail and email) addressed to the ED. Take the appropriate follow-up actions as required in consultation with her Chief of Staff and maintaining high respect for confidentiality.
• Abide by the policies and procedures of the organization and adhere to the organization’s compliance system and understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.

TO EXCEL IN THIS ROLE, YOU NEED TO:

• Anticipate the ED’s needs and proactively bring together appropriate people and resources to support the executive office in addressing issues in collaboration with the Chief of Staff.
• Manage upward: Monitor the ED's tasks and priorities, ensuring their timely completion.
• Demonstrate exceptional flexibility and responsiveness in handling requests from Executive Team members as well as other internal and external sources.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Demonstrate proactivity on processes and show initiative on composing correspondence/reports for the ED, COO, and/or executive team’s replies in collaboration with the Chief of Staff.

EMPLOYMENT PERIOD

• 2 years with the possibility of an extension.

SKILLS AND QUALIFICATIONS

• Bachelor’s degree in Social Sciences, Development Studies or related qualification.
• Minimum of 5 years or equivalent work-related experience supporting senior level Executives; experience working with Boards of Directors is desirable.
• Demonstrated ability to handle confidential information appropriately.
• Keen attention to detail, ability to exercise initiative, and work independently.
• Highly proficient in Word, Excel and PowerPoint,
• Well experienced in Zoom and other similar platforms for scheduling virtual meetings.
• Extensive experience in preparation of board and donor presentations.
• Excellent writing, proofreading and verbal communication skills.
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Professional demeanor and ability to handle sensitive situations in a calm, focused and professional manner.
• Strong interpersonal skills and good judgment.
• Proven ability to work independently to achieve accomplishments.
• Ability to communicate effectively with all levels of employees and external contacts.
• Experience working in an international environment a plus.
• Proven ability to effectively collaborate with internal and cross-functional teams, and external parties in a rapidly growing environment.
• Passion for helping others with the ability to provide after hours and flexible support a must.
• Aligned with the mission, vision, and values of Adeso.