Joint Aid Management: Executive Assistant

S/he will provide administrative, secretarial, communications, travel planning and personal support to the CEO.

Responsibilities:

• Assist CEO in the maintenance of an effective and efficient internal report system (dashboard)
• Extract relevant information from reports received from different departments and assimilate reports to assist the CEO (as a management tool)
• Assist the CEO with the preparation of Board meeting reports, high level donor reports, monthly internal CEO Memo, business presentations and general communications
• Monitor progress and needs within work areas falling within CEO's responsibility, as set by the CEO
• Screen CEO’s organisational e-mail accounts, processing e-mail in accordance with the system and parameters set by the CEO
• Relay CEO’s instructions on his behalf in his absence or when requested to do so
• Personal assistance, secretarial functions, scheduling of appointments and maintaining year planner
• Manage and maintain diary, contacts lists, data, filing, personal records, etc.
• Assist with the coordination of Annual Organisational Planner, through planning committee
• Liaise with JAM Travel Office and external travel agents for travel bookings for local and international travel;
  Coordinate with CEO and other business units for the formulation and confirmation of all itineraries (local and international)
• Work with different churches to assist the CEO set up Itinerary with churches to promote JAM
• Work closely with the COO, CFO and CDO to ensure adequate allocation of the CEO’s time to those relationships, operational areas and business units which require maximum attention
• Prepare meeting briefings, including bios and background information where required
• Assist the CEO in relational management activities for key organisational relationships
• Process and prepare all PRs (Payment Requests) through the budget management system, for all approvals under the CEO’s responsibility
• Administer all CEO credit card usage, orders, accounts, cashing in, etc
• Work with CEO on agendas and correct notification procedures for executive committee and other formal meetings
• Coordinate with CEO on follow-up and implementation of board, members and exco meeting decisions that fall within the CEO’s responsibility
• Coordinate special functions which fall within the CEO’s responsibility
• Provide assistance to the CEO on personal matters and properties
• Perform other related duties as required.

Requirements:

• Undergraduate degree in a related field
• Minimum of five years' experience as an executive assistant or in a similar position
• Experience in working with churches, understanding differences of doctrines to act diplomatically
• Experience in working with an itinerant speaker
• Ability to total confidentiality
• Fluency in English, Portuguese and French
• Administrative and organisation skills
• Written and spoken communication skills
• Computer literacy (Microsoft Word, Excel and PowerPoint)
• Office administration skills
• Experience in preparing business presentations
• Relational qualities, approachable, friendly yet firm
• Independent worker
• Experience with non-profit organisation will be preferred
• Maturity, integrity and honesty
• Ability to work under constant deadlines
• Available on call 24/7.

To apply, submit a CV and motivation letter to jane [dot] turnbull [at] jamint [dot] com.

Please quote the source of this advertisement in your application - Women'sNet website.

For more about the Joint Aid Management, refer to www2.jamint.com.