Executive Assistant

Handle day to day office management, Administrative and Logistical support services for National Director and team

• Coordinate the ND schedules of appointments, meetings, and other business functions.
• Take National Director minutes as needed and follow up on action items with Senior Leadership as required.
• Sets up telecons and Webex meetings and minutes taken during meetings and distributes, as required.
• Develops, sets up and documents office administrative systems related to: filing of documents, records management, communications (e-mail, telephone, fax, and correspondence).
• Receives, screens and processes incoming and outgoing communications; ensuring that confidential matters are handled promptly and efficiently.
• Maintain individual as well as ND office files, ensuring the confidentiality of all documents inlcuding electronic filing system.
• Provides support towards the organization of meetings with direct reports and various leadership meetings that are chaired by National Director.
• Assists with the preparation and coordination of internal and external presentations for the National Director or as required.
• Provides support for Senior Leadership team meetings. This may involve documentation, coordination, analysis and action planning.
• Requests payments and ensures that all relevant service providers in the NDs offices are paid.
• Manages procurement requisitions, repairs and settlement for ND offices in coordination with Support Services.
• Follows up on key processes from ND and SLT meetings and relevant National Leadership Team working group meetings.

Travel Coordination.

• Manages all travel plans for all ND: makes flight, hotel, shuttle and processes travel financial requests.
• Coordinates travel plans and meetings in sync with the ND and SLT’s calendars, including arranging accommodation and travel bookings for guests.
• Coordinates key event schedules with programme managers

Reporting and action plans.

• Collects monthly and regular reports required by the National Director offices from SLT and other team members.
• Work with ND direct reports to collate and analyse accomplishments of NDs objectives in Board/AC meetings, on a quarterly basis.
• Works with the ND to ensure that key action items from Board and AC meetings requiring NDs involvement are addressed and/or actioned as required. Record meetings and follow up action items with relevant parties.
• Follows up on action plans from ND mail and external communications, and ensures delegated responsibilities are communicated and acted upon.

Information Management Support.

• Communicate on behalf of the ND with key constituents.
• Respond to routine Regional Office and NO issues as appropriate. Determine which issues need to be referred to the relevant party and provide appropriate briefing and pertinent documentation.
• Database content management – update functional databases as required.
• Provide synthesis and analysis of documentation submitted to the ND providing relevant recommendations.
• Identifies, develops, and initiates solutions where precedents and procedures may not exist.
• Prepare speeches and presentations for the ND in consultation with communications department. This includes biannual reports for WVI Regional meetings, etc.
• Maintain sensitive and confidential information in electronic and paper form and extract, analyse, interpret, and display the data as required.
• Assemble and categorize facts and figures for written computation and calculations.
• Locate and compile information and formats reports, tables, records and other sources of information.
• Take initiative to meet needs relative to the National Directors and SLT for information and/or guidance where needed.

Other.

• Use personal initiative to ensure efficient and effective functioning of the ND Office.
• Attend and participate in Christian devotional meetings and chapel services.
• Support initiatives and events across WV field NO as required.
• Coordinates support for international workshops and events incountry and can support regional level events upon request
• Provide support in tracking/managing leave and contracts for ND and SLT direct reports.
• Assist in scheduling performance review meetings with ND direct reportees as well as collating supporting documentation for the review meetings.
• Other reasonable tasks as assigned by the National Director
• Coordinates with other project coordinators and programme assistance , front office , receptionists for quality support services to divisional managers.