Executive Assistant - Bilingual

The Executive Assistant offers high-level administrative and organizational assistance to the Executive Director and the Senior Management Team. They also provide executive support to the Board of Directors and its Committees and coordinate corporate-level events and projects.

Offers senior administrative assistance to the Executive Director by:

• Drafting correspondence, including cover letters, memos, and other relevant materials for both internal and external distribution.
• Scheduling meetings, handling meeting logistics, and providing necessary support during meetings (e.g., organizing refreshments, ensuring proper room setup, and post-meeting cleanup).
• Managing the ED’s calendar, prioritizing time-sensitive tasks and other key responsibilities.
• Collecting data and information from managers and the Data Management Coordinator, and preparing reports on behalf of the ED for Board approval and submission to funders.

Provides Executive support to the Board of Directors and its Committees:

• Provides administrative support, including handling correspondence, managing phone calls, organizing files, and managing schedules.
• Facilitates Board and committee meetings by preparing and distributing agendas and meeting materials, arranging logistics for the meeting rooms, coordinating refreshments and cleanup, recording and distributing minutes, tracking agenda items for future meetings, and ensuring timely dispatch of evaluation tools as per schedules.
• Acts as a liaison between the Executive Director (ED) and/or the Board and government offices at various levels, as well as partner agencies, upon request.
• Coordinates the Annual General Meeting (AGM) within the allocated budget, handling tasks such as advertising, organizing refreshments, preparing materials for distribution, managing set-up and logistics, arranging entertainment, handling gifts and awards, and maintaining records.

Coordinates meetings of the Senior Leadership and Management Teams:

• Requests and compiles agenda items, ensures their inclusion as necessary.
• Records, transcribes, and circulates meeting minutes, aids in preparing documents for assigned initiatives.

As a condition of employment, the successful candidate is required to provide proof of full vaccination against COVID-19.