Senior Admin at Stratostaff

• Our client, an international non-governmental organization seeks to bring on board a senior admin who will be responsible for providing support to the Director towards the achievement of the organization’s Impact strategy. S/he will partner with co-located teams across functions to provide administrative support.

 ROLES AND RESPONSPONSIBILITIES  

• Manage scheduling for the Director, including calendar meeting requests.
•  Lead scheduling for all activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.
•  Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees.
• Manage agenda, take minutes at meetings, and distribute as appropriate.
•  Lead follow up of key action items for the functional, ensuring that the Director is prepared for meetings and correspondence and work runs smoothly.
•  Manage travel in coordination the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations.
•  Prepare and submit expense reports accurately and efficiently in line with organizational policies.
•  Compose routine correspondence with the ability to be proactive in identifying the need for writing.
•  Liaise with the department and colleagues regarding functional communications.
• Organize & manage, with support from the department, the function’s events, team retreats, meetings etc.
•  Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail.
• Plan, organize and maintain accurate documentation for the function including reports.
•  Maintain organization of the database, shared network drives and SharePoint sites
• Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
•  Provide backup to other Executive Assistants.

 MINIMUM REQUIREMENTS AND COMPETENCIES

• College diploma or University degree is required.
•  Minimum 3 years' experience in an Administrative Assistant role in a fast-paced environment. Local experience is preferred.
•  Excellent prioritization, time management skills & follow through.
•  Excellent Organizational skills and able to manage multiple tasks in a fast-paced environment.
• Excellent interpersonal skills, exhibiting grace under pressure.
•  Strong communication skills in English; written and spoken.
•  Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).
• Detail-oriented with a demonstrated ability to produce high quality work consistently and effectively.
•  Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
•  Flexible, adaptable, and able to execute a range of job duties and changing priorities.
•  Proven excellence in verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures and to distill complex information and data into accessible conversation and written pieces.
•  Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.
•  You have a commitment to the organizational values and vision.