Executive Assistant

Job Summary

The Executive Assistant provides administrative and operational support to the General Manger.

Responsibilities

•  Work directly with the GM to support all aspects of his daily work routine.
• Plan, develop and write project proposals, draft budgets for proposed projects.
• Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders
• Keep stakeholders informed about all projects updates and produce interim and final narrative reports. Provide coordination, monitoring, and communication of projects managed by GM.
• Help GM in evaluating and analyzing the operating indicators of the institution.
• Maintain the GM calendar, including scheduling meetings, appointments, speaking engagements.
• Serve as a liaison between the GM, staff and the public. This includes receiving and screening the GM phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Assist the GM in the development of presentations for internal and external audiences.
• Determine priority of matters of attention for the GM; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the GM advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Handle printing, faxing, mail, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the GM signature.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Other additional and/or alternative duties as assigned from time to time, including supporting other Executives as needed.
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• Skillset and Background
• Bachelor’s degree in Business Administration/ Master’s Degree in NGO Management   preferred
• PMP Certificate is a plus  
• Three to five years’ prior experience in supporting a senior executive
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Excellent organization and time-management skills