Executive Directress Personal Assistant

Job Summary

The Assistant is responsible but are not limited to maintaining NEWAs reception office and the Executive Directress office system, with regards to documentation, filing and essential data management and records. She is in charge of managing and performing a variety of administrative tasks and support the Executive Directress office day to day operations. She regularly and steadily follows her daily agendas, / schedules meetings and keeps at her disposal the directress contacts, profiles address of strategic partners (BoD, CSOs, feminist movements, government, democratic institutions, embassies and development wings, and donor partners). She makes calls, arranges meetings in and out office and executes decisions, and follows pending internal and external agendas that needs the attention of the directress. She also acts and respond to emerging and emergency issue on behalf of the Executive Directress as instructed and as appropriate. She also handles sensitive and complex issues professionally and objectively by creating trust and confidence with the Executive Directress.

Duties and responsivities

• Work as a NEWA receptionist or point of contact and maintain communications with guests, stakeholders, donors and NEWAs staffs.
• Maintain all digital and phone communications and address them well
• Manage information flow in a timely and accurate manner
• Ensure smooth management of the day-to-day activities / affairs of the EDs office in effective use of her time
• Manage the Executive Directress electronic and non-electronic diaries and agendas,
• Asses and prioritize of appointments and reallocate her timing
• Manage the EDs travel arrangements, including visa, accommodations,
• Process EDs correspondence, and ensure all correspondences are dealt by the ED or on behalf of her or other staff as appropriate
• Maintain the Executive Directress office system, including documentation, filing and essential data management and records.
• Design and implement the EDs protocol portfolio in and out of office
• Regularly and steadily follows her daily agendas/schedules meetings and keeps at her disposal the directress contacts, profiles address of strategic partners (BoD, CSOs, feminist movements, government, democratic institutions, embassies and development wings, and donor partners).
• Make calls, arranges meetings in and out office and executes decisions, and follows pending internal and external agendas that needs the attention of the directress.
• Receive, forward to concerned internal sections and respond to letters, emails and other correspondents in consultation with department managers, PR/communication and respective staff
• Provides administrative support to senior management to ensure managerial and leadership effectiveness
• Supervise and trust all incoming and outgoing mails of the ED,
• Assist the ED in researching and following up with actions on matters of her responsibilities, - chase responses trigger follow up actions
• Produce documents, briefing papers, reports and presentations for the ED
• Organize meetings and make sure she is ell informed and prepared for those meetings, prepare agendas, premeeting briefings and meeting papers
• Develop and recommend office procedures and systems,
• Keep the ED abreast with the office discourses, successes, challenges encountered and complaints through briefings,
• Arrange the quarterly Bo D meetings, including setting agendas, prior communications and ensure the preparations of reports,
• Assist / support the ED getting assistance from the program and finance mangers, communication experts, fund raising and ME
• Meet and welcome visitors at all levels seniority and protocols,
• Prepare and manage the EDs office budget
• Any other duties as may be reasonably be required and assigned by the ED, Program Manager, Finance and Admin Manager.

Department: Office of the Executive Directress

Reports to: Executive Directress

Job Code 102