A. THE POSITION DESCRIPTION

The Executive Assistant to the Executive Director is expected to provide high-level
administrative support to the Executive Director of the NGO. This position requires
exceptional organizational and communication skills, as well as the ability to handle

for managing the Executive Director’s schedule, coordinating meetings and events, and
assisting in various administrative tasks to ensure the smooth operation of the executive
office.

B. RESPONSIBILITIES

1. Calendar Management

● Efficiently manage the Executive Director’s calendar, schedule appointments, and
coordinate meetings.
● Prioritize and plan meetings, ensuring that the Executive Director’s time is
optimized.

2. Communication

● Act as a primary point of contact for internal and external stakeholders, screening and directing inquiries appropriately.
● Draft, proofread, and edit correspondence, reports, and presentations for the Executive Director.

3. Travel Coordination

● Arrange travel itineraries, accommodation, and logistics for the Executive Director’s
domestic and international trips.
● Prepare travel expense reports and reconcile expenses in a timely manner.

4. Meeting Coordination

● Plan and coordinate board meetings, executive team meetings, and other special events.
● Prepare and distribute meeting agendas, materials, and minutes as needed.
● Information Management
● Maintain organized and up-to-date electronic and hard-copy filing systems.
● Manage and track documents, contracts, and agreements, ensuring accessibility and
confidentiality.

5. Project Support

● Assist in the execution of special projects and initiatives as assigned by the Executive
Director.
● Conduct research, compile data, and prepare reports as required.

6. Collaboration

● Liaise with other departments within the organization to facilitate effective communication and cooperation.
● Collaborate with other administrative staff to streamline processes.

C. CONFIDENTIALITY

● Handle sensitive information with the utmost confidentiality and discretion.
● Maintain a high level of professionalism and integrity in all interactions.

D. QUALIFICATIONS

● Bachelor’s degree in Business Administration, Communications, or a related field preferred.
● Proven experience as an executive assistant or in a similar administrative role.
● Excellent organizational and multitasking abilities.
● Strong written and verbal communication skills.
● Proficient in Microsoft Office Suite and other relevant software.
● Ability to work independently, take initiative, and anticipate needs.
● Discretion and ability to handle confidential information with sensitivity.