Executive Coordinator, Reg. Leader & Senior Ops. Director

Oversee and Manage Administrative and Logistical Support for RL and SDO:

• Coordinate the RL and SDO schedules of appointments, meetings, and other business functions.
• Take RL and SDO minutes as needed and follow up on action items with NDs and 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 team RL and SDO’s office files, ensuring the confidentiality of all documents.
• Provides support towards the organisation of meetings with direct reports and various leadership meetings that are chaired by the RL and SDO.
• Assists with the preparation of internal and external presentations for the RL and SDO as required.
• Provides support for regional working group leadership team meetings. This may involve documentation, coordination, analysis and action planning.
• Requests payments and ensures that all relevant service providers in the RL and SDO offices are paid.
• Manages procurement requisitions, repairs and settlement for RL and SDO offices in coordination with Support Services.
• Follows up on key processes from RL and SDO meetings and relevant Regional Leadership Team working group meetings.

Travel Coordination:

• Manages all travel plans for all RL and SDO: makes flight, hotel, shuttle and forex bookings.
• Coordinates travel plans and meetings in sync with the RL and SDO’s calendars, including arranging accommodation and travel bookings for guests.

Reporting:

• Prepares reports from the RL and SDO Offices.
• Work with RL and SDO’s direct reports to collate and analyse accomplishments of RL and SDO’s objectives in the RL and SDO meeting, on a quarterly basis.
• Works with the RL to ensure that key action items from Board and AC meetings requiring RL's involvement are addressed and/or actioned as required. Record meetings and follow up action items with relevant parties.

Information Management Support:

• Communicate on behalf of the RL and SDO with key constituents.
• Respond to routine Partnership 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 RL and SDO providing relevant recommendations.
• Identifies, develops, and initiates solutions where precedents and procedures may not exist.
• Prepare speeches and presentations for the RL in consultation with communications. This includes biannual reports for WVI board, 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 NOs, Regional Directors and Advisors for information and/or guidance where needed.

Other:

• Use personal initiative to ensure efficient and effective functioning of the RL and SDO offices.
• Attend and participate in Christian devotional meetings and chapel services.
• Support initiatives outside the region as required.
• Provide support in tracking/managing leave and contracts for RL and SDO’s direct reports.
• Assist in scheduling performance review meetings with RL and SDO’s direct reports as well as collating supporting documentation for the review meetings.
• Other reasonable tasks as assigned by the RL and SDO.