Position Summary:

Reporting directly to the CMD, the Executive Assistant provides executive, administrative, and development support to the Board, as well as the Senior Leadership Team (SLT) and HR. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CMD’s office. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Essential/Primary Responsibilities:

Executive Support

1. Assists the CMD with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
2. Communicates with the general staff on the CMD behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SLT and the Management Team
3. Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with the prospects.

HR Support

4. Administratively supports HR director (recruiting support, documents formatting, surveys set up and other administrative tasks), drafts emails and other correspondence as directed.

Board Support and Liaison

5. Serves as the CMD’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and dinners; semi-annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.

6. Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CMD’s agenda.

7. Maintains Board portal (Directors Desk).

Management Liaison

12. Participates as an adjunct member of the SLT including assisting in scheduling, attending meetings. Represents the CMD’s in designated meetings as required.

13. Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

Secondary Responsibilities:

• Performs other duties as assigned.
• Oversees the training and support across functions.
• Aid as needed to front desk operations to include but is not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.

Accountabilities

• Position reports to the CMD and works directly with the Board of Directors.
• Works directly with the Board Executive and Finance Committees.
• Works directly with senior level staff and HR both internally and externally.

Experience & Education:

• Bachelor’s degree (preferably bachelor’s in engineering) with a relevant Management qualification (M.B.A)
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Five to ten years (relevant experience) providing support for upper-level management in a related organization, with an overall experience of above 12years

Skills & Abilities:

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Proficiency in Windows, including MS Word, EXCEL and PowerPoint; data management systems knowledge helpful.
• Ability to learn new software such as Doodle polls and Director’s Desk board portal.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.

· Excellent management, time-management, and problem-solving skills.

Working Conditions/Other Data:

• Due to the confidentiality of the work, the functions of this position should be performed in a private office location.
• Occasional travel may be involved.

Salary and Benefits: Salary is commensurate with qualifications and experience.