Executive Assistant

RESPONSIBILITIES

• Assist executives on all administrative matters.
• Screen incoming correspondence, calls, and requests, and determine priority and appropriate disposition. Ensure that critical and sensitive information flows to executives in a timely manner. Develop appropriate follow-up procedures.
• Responsible for electronic calendar management, requiring interaction with both internal and external executives/their assistants as well as consultants, partners, and donors to coordinate a variety of complex executive meetings.
• Manage executives’ business and travel calendars. Coordinate activities with others as appropriate.
• Act as the point of contact person for various partners; work in liaison with other EAs to respond to cross-cutting inquiries while observing appropriate protocols.
• Act as a liaison with other departments and others within and outside of CI.
• Prepare correspondence, memos, presentations, and other communications material.
• Develop effective follow-up mechanisms with management to ensure action points are documented and completed with reminders where necessary.
• Prepare payment requests, travel reimbursements, and other related financial transactions.
• Maintain administrative files.
• Mentor and support other Personal Assistants, where relevant.
• Provide additional administrative or operational support as directed
• Other duties as assigned by the supervisor.

Additional Responsibilities

Additional responsibilities will include the organization of internal and external events in Africa.  As well as liaison with other parts of CI when high-profile visits are organized to Africa by either internal or external stakeholders.

People and Resource Management Responsibilities

• Does not directly supervise staff but assists peers and helps direct the work of interns, temporary employees, contractors, or volunteers.
• Can initiate payment requests or similar transactions as directly approved by the supervisor.