Executive Assistant to the Executive Director
Centre for Communication and Social Impact
Admin & Office
Job Summary
The Executive Assistant (EA) provides high-level administrative and operational support to the Executive Director (ED) and the Executive Office at CCSI. This role is critical in managing, analyzing, and improving information flow within the department and across the organization. The EA ensures efficient operation of the Executive Office and facilitates effective communication between the ED and various stakeholders. Key responsibilities include executive support for the ED, administrative and operational support for the Executive Office, and assistance with the ED’s engagements, travel, and priorities. Additionally, the EA will project-manage special initiatives within the Executive Office or across departments and manage key relationships with consultants and partners on behalf of the ED. Acting as the first point of contact for the ED, the EA manages the ED’s schedule, coordinates meetings, and handles various administrative tasks that contribute to the strategic goals of the organization. The ideal candidate is highly organized, a team player, and experienced in administration, project management, budgeting, and interdepartmental communication. They should be a creative problem solver with high attention to detail and have previous experience supporting a senior executive.
- Minimum Qualification : Degree
- Experience Level : Mid level
- Experience Length : 3 years
Job Description/Requirements
Key Responsibilities:
Administrative Support:
- Manage the Executive Director’s calendar, scheduling appointments, meetings, and events while prioritizing urgent matters.
- Prepare documents, reports, and presentations for meetings, ensuring materials are ready in advance.
- Draft, proofread, and edit correspondence and reports on behalf of the ED.
- Track and log high-level executive correspondence, ensuring prompt follow-up where needed.
- Process and monitor the ED’s expense reports.
Meeting Coordination:
- Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
- Ensure the ED is well-prepared for meetings by providing background information and materials.
- Manage logistics for meetings and events, including arranging venues, catering, and technology needs.
- Prioritize conflicting schedules and provide feedback to the ED on alternate meeting arrangements.
Communication Management:
- Serve as a primary point of contact for internal and external stakeholders, representing the ED with professionalism and discretion.
- Maintain confidentiality and ensure compliance with organizational policies.
- Handle incoming communications, respond or redirect inquiries as appropriate.
- Foster relationships with staff, consultants, board members, donors, and key stakeholders.
- Prepare briefing materials for the ED’s engagements and staff events.
Operational Support:
- Assist in preparing reports and presentations for board meetings and strategic planning sessions.
- Help coordinate Executive Office operations to ensure smooth administrative processes.
- Manage and maintain electronic and physical filing systems for easy retrieval of information.
- Streamline processes for better collaboration across departments.
- Ensure executive office contacts and relevant data are archived and easily accessible.
Project Management:
- Support the ED in managing special projects and initiatives, ensuring objectives are met within deadlines.
- Develop checklists to ensure smooth execution of activities and events.
- Conduct research and gather information to assist the ED in decision-making processes.
Organizational Culture:
- Uphold the organization’s values and commitment to ethical practices.
- Contribute to making CCSI a diverse and equitable workplace by embracing inclusive practices.
- Maintain behavior that upholds the highest standards of safeguarding.
- Foster a culture of responsiveness, discretion, and diplomacy in supporting the ED and organizational goals.
- Serve as a role model for a ‘learning organization’ by seeking insights and using challenges as learning opportunities.
Qualifications:
Essential Skills, Knowledge, and Experience:
- Bachelor’s degree in Business Administration, Management, or a related field.
- 3-5 years of experience in an executive support role, preferably in a non-profit or international development environment.
- Strong communication skills, experience with briefing materials, project management, and discretion.
- Ability to work independently with initiative and confidence in decision-making.
- Excellent organizational and time-management skills.
- Strong verbal and written communication skills, with high attention to detail.
- Proficiency in Microsoft Office Suite and familiarity with project management tools.
- Demonstrated ability to handle confidential information with discretion.
- Strong interpersonal skills for engaging with diverse stakeholders.
Desirable Skills, Knowledge, and Experience:
- Experience working with senior leadership or in a board support capacity.
- Knowledge of the non-profit sector and organizational structures.
- Ability to multitask and work independently in a fast-paced environment.
- Proactive, resourceful, and adaptable with a positive attitude toward challenges.
Location: Abuja
Application Closing Date: 28th October 2024
About CCSI:
The Centre for Communication and Social Impact (CCSI) is a leading social and behavior change (SBC) organization specializing in using research evidence to develop strategies that address barriers to adopting recommended behaviors. Founded in 2001 as a non-profit, CCSI is dedicated to being a center of excellence in strategic communication across Africa. Driven by integrity, passion, care, innovation, and excellence, CCSI focuses on using communication to influence behavior, build brands, and provide technical leadership in health and social development.
CCSI is committed to inclusivity and encourages applications from underrepresented and intersectional groups, including persons with disabilities. The organization seeks diverse perspectives, experiences, and ideas to inform its strategy, policies, and culture.
CCSI prioritizes the safety of those in contact with the organization and has a zero-tolerance policy for abuse and exploitation by staff, representatives, or partners. It is committed to ensuring a harm-free environment for all who work with or represent CCSI
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