Team Coordinator at Stratostaff

ROLES AND RESPONSIBILITIES                                                                                               

• Manage scheduling for the Executive Director, Finance & Accounting’s FLT Plus the Director, Assurance & Enterprise Risks Management 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 Executive Director, Finance & Accounting is prepared for meetings and correspondence and work runs smoothly 
• Manage travel in coordination with 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 Public Affairs & communications and colleagues regarding functional communications 
• Organize & manage, with support from Public Affairs & Communication, 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 as required

Requirements

MINIMUM REQUIREMENTS AND COMPETENCIES

• A college diploma or University degree is required.
• Minimum 3 years of experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred. 
• Experience in an Administrative Assistant role in a fast-paced environment. Local experience 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 consistently and effectively produce high quality work. 
• Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects. 
• High Integrity and able to work across various cultures