Executive Administrative Support and Coordination
Provide effective administrative, logistical, and financial reporting support to the organisation’s global team and senior leadership, including to the CEO and the organisation’s Global Governance Council (made up of organisation’s board members). Facilitate effective communication with internal and external stakeholders, and manage key processes and procedures, including coordinating and organizing travel and meetings.
Detailed Description
Executive administrative support and coordination
- Provide efficient administrative and logistical support to the senior leadership of the organisation, including the CEO, CFAO, CPO, as well as the Global Governance Council Chair and members.
- Ensuring effective calendar and meeting management, including the following:
- Draft meeting documentation including agendas, minutes, resolutions, and meeting invitations in a timely fashion.
- Manage the quality of all documentation being prepared for the Global Governance Council consideration by working with the CEO, LT, and Council members to prepare documents, including committee reports, proposals, and memos, checking for accuracy, relevance and completeness.
- Provide support for the Leadership Team, All Team, and other meetings and processes as requested.
Travel Coordination
- Coordinate local and international air travel, accommodation, and transport for all staff traveling for business.
- Engage with the approved travel agent, briefing on travel requirements, coordinating travel changes, addressing travel issues, and checking travel booking accuracy as required and as per policy.
- Ensure that international travel is conducted successfully by coordinating travel allowance, security assessments, invitations to international stakeholders, checking and coordinating of vaccines/immunization requirements, online check-in etc.
- Coordinate the capture and maintenance of the travel log.
- Manage travel service providers by addressing travel errors or queries, addressing SLA non-compliance and making recommendations on contract renewal or extension.
- Reconcile travel expenses with individual team members, vendors, and the finance team.
Meeting Management
- Coordinate key in-person and virtual meetings (LT, Global Governance Council, etc) logistics and travel, including budget, identifying special needs and requirements, travel, and sourcing other service providers as required and in line with relevant policies and procedures.
General Administrative Support
- Provide any other administrative support to the CEO, CPO, CMO, and CFAO (by receiving requests, addressing, resolving and completing as per standards and deadline, as and when required).
- Draft correspondence and letters/Memos/Emails.
- Type, edit and format documents.
- Prepare presentations.
- Provide effective support to ad-hoc projects and events.
Person Specification : The successful candidate will have great organizational and communication skills, excellent written and spoken English, the ability to think laterally and deliver results while always remaining action focused. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the organization is imperative.
Formal Education
- Basic degree in Business Administration or equivalent required.
Experience and Skills
- 5+ years Administrative Assistant experience.
- 2 years Board / Council engagement and Executive Assistant experience is preferred.
- Proven ability to write in English in a professional manner and to proofread the work of others for accuracy and to maintain the in-house style.
- Experience maintaining administrative systems, including setting up, planning, and supporting face-to-face and virtual meetings; taking accurate minutes; ensuring information sharing, and preparing effective agendas.
- Experience making travel arrangements.
- Ability to manage competing demands, often against tight deadlines.
- Ability to maintain confidentiality and use discretion when managing relationships at a senior level.
- Competent in a range of Google Suite and Office programmes, as well as familiarity with project management and database tools.
- Experience of record keeping and budget monitoring.
- Willing and able to take responsibility for project work within agreed parameters.
- Knowledge and understanding of the global health sector.
- Fluency in additional languages (French, Spanish, Amharic being particularly useful).
Additional Requirements
- Must be available for meetings and collaborative work during a significant portion of major African, UK, or Western European time zones.
- Travel may be required for team, project, and Council meetings.
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