Executive Assistant to the MWA Global Office at Millennium Water Alliance

Job Purpose

• The Executive Assistant will play a critical role in supporting the operational and administrative functions at the Millennium Water Alliance (MWA) global office. The candidate will work closely with both the Executive Director and Deputy Director to ensure smooth daily operations and efficient completion of projects and objectives.

Key Responsibilities

Calendar and Meeting Management

• Schedule Meetings: Utilize Zoom and/or MS Teams for scheduling and conducting virtual and in-person meetings with individuals and groups.
• Time Management: Schedule requested meetings in pre-set available blocks, utilizing tools like MS bookings and Calendly where necessary.
• Calendar Accessibility: Maintain and manage access to the Executive Director's calendar.

Travel Coordination: Collaborate with travel agents to arrange and manage travel bookings and trips, including air travel and lodging bookings and logistics planning.

MWA Board (Global) and Committee Support

• Contact Management: Update and manage the board and committee distribution and contact lists to keep them current and accurate.
• Meeting Coordination: Schedule and manage board and committee meetings.
• Logistical Support: Assist in the logistics of board and committee meetings and events (virtual and in-person).
• Content Gathering: Facilitate the development of MWA’s quarterly board books by collecting necessary content from staff.
• Travel and Logistics Support: Assist in planning and logistics for the board chair's travels, including logistics planning and air and lodging bookings.
• SharePoint Management: Manage and maintain the board of director’s SharePoint.
• Documentation: Take meeting minutes when the MWA Board Secretary is unavailable and manage distribution of board books and meeting minutes.

MWA Kenya Board Support

• Meeting Organization: Schedule and organize Kenya board meetings, mostly in a virtual format.
• Member Engagement: Facilitate board member participation in MWA events and ensure regular attendance at meetings.
• Minute Distribution: Oversee the distribution of board meeting minutes in coordination with the Company Secretary.

Communications Support

• Content Development: Assist in the development and editing of documents and presentations as requested.
• Provide support as requested in drafting correspondence
• Format information for internal and external communication – memos, emails, presentations, reports

Event Support Assist in the logistics, planning, and promotion of MWA Learning and Networking events.

Data Collection

• Collective Impact Metrics: Regularly collect data from staff and update global performance metrics monthly.

Financial Management

• Expense Reports: Compile and submit expense reports and manage expense receipts.

Miscellaneous Duties: Perform other duties as requested to support the smooth functioning of the role of the Executive Director and the organization.

Key Skills

• University degree or higher required.
• Proficiency in MS Office, Teams, and SharePoint.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work proactively and independently.
• Proven ability to meet strict timelines and due dates
• Experience working with international stakeholders and time-zones will be considered an asset.
• Previous experience in a similar role will be considered an asset.
• Right to work in Kenya
• 2-4 years experience in a similar or senior role
• Experience and confidence interacting with executive staff
• Discretion and confidentiality