Executive Assistant Job at Slum2school Africa

Slum2school Africa is a volunteer-driven developmental organization with a vision to transform the society by empowering disadvantaged children to realize their full potential. Founded in 2012, we recognize that there are severe shortcomings in the educational sector in Africa and in this area, seek to improve the lives of Africa's most precious resource - her children.

We provide educational scholarships, create learning spaces and provide other psychosocial support for disadvantaged and vulnerable children in slums and indigent communities through our team of dedicated staff who possess our culture, competence, commitment, and have the right character.

We are recruiting to fill the position below:

Job Position: Executive Assistant

Job Location: Lekki, Lagos
Employment Type: Full-time

Job Description

• The Executive Assistant is a seasoned and efficient professional, bringing valuable administrative support to the Executive Director while playing a crucial organizational management role in supporting the daily operations of the organization.
• In this role, you will actively engage with staff, identify challenges, and implement solutions to ensure seamless communication. Additionally, you will translate organizational goals into actionable initiatives, overseeing both internal and external communications, and providing crucial support in managing company-wide programs.
• The ideal candidate is a dynamic, proactive leader who translates organizational goals into actionable initiatives, overseeing both internal and external communications, and providing crucial support in managing company-wide programs.

Key Areas of Accountability

• As the Executive Assistant, you will work closely with executives, handling various tasks to streamline their work and communications while delivering efficient secretarial and administrative support in a well-organized and timely manner.
• Manage scheduling for Executive Director, including agendas, mail, email, phone calls, client management, and other organization logistics.
• Undertaking the tasks of receiving calls, taking messages and routing correspondence.
• Draft and edit documents, presentations, and reports on behalf of the executive director, ensuring accuracy and alignment with organizational standards.
• Prepare meeting agendas, documentation, and briefing materials in advance, ensuring the executive director is well-prepared for all engagements.
• Represent the executive director at meetings, events, and conferences when required, conveying the director's messages and maintaining a professional presence.
• Provide administrative support for the Executive Director and liaise with the management team.
• Act as the administrative point of contact between the executives and internal/external clients.
• Manage and support calendar and contact database ensuring efficient relationship management.
• Help coordinate and prepare for meetings, and accurately record minutes from meetings of the Board of Directors, Management, and its committees.
• Make travel arrangements for executives and keep track of their itineraries.
• Produce reports, presentations and briefs.
• Develop and carry out an efficient documentation and filing system.
• Research and conduct data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Provide general administrative support.
• Manage schedules, plan meetings and prioritize traveling.
• Assist in budget tracking and financial management, including expense reporting and reconciliation related to the executive director's activities.
• Handle sensitive information with utmost confidentiality, maintaining discretion and professionalism in all interactions and communications.

Team Leadership:

• Managing the day-to-day activities of the Executive Director.
• Motivate team members to consistently achieve organizational goals.
• Identifying and empowering team members with skills to improve their confidence, product knowledge, and communication skills.
• Contribute to the growth of the company through the success of the team.
• Creating a pleasant working environment that inspires the team.
• Developing and implementing a timeline to achieve targets.
• Foster internal and external relationships through effective networking.
• Conducting training for team members to maximize their potential.
• Ensure the growth of the team through strategic initiatives.

Key Performance Indicator

• Percentage of scheduled meetings and travel arrangements that are accurately coordinated and executed on time.
• Number of identified priorities aligned with the Executive Director's vision and mission, with regular progress assessments.
• Successful coordination and documentation of Board meetings and management meetings with the Executive Director and management team.
• Percentage increase in meeting focus and productivity based on pre-defined objectives.
• Improvement in operational efficiency based on feedback from staff and executives.
• Recognition and positive feedback for upholding and embodying the company's values and culture.
• Strengthening relationships with staff, measured through surveys or feedback mechanisms.

Qualification and Experience

• Bachelor's Degree in Business Administration, or in a related field is required. A higher degree such as a Master's in Business Administration or a relevant program management certification is an added advantage.
• 4+ years of professional experience in an administrative role reporting directly to upper management.
• Membership of a recognized professional body is an added advantage.
• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial positions.
• Excellent knowledge of MS Office Suites.
• Full comprehension of office management systems and procedures.

Skill and Competence:

• Strategic thinker, data-driven and analytical in approach to solving problems.
• Versatile abilities and extreme dedication to efficient productivity.
• Excels at building relationships and networks; influences others to achieve outcomes.
• Exemplary planning and time management skills.
• Strong analytical and problem-solving skills; highly organized with concern for detail and a commitment to rigor.
• Strong time management skills and the ability to manage teams, departments, and projects simultaneously.
• Professionalism, empathy, and the ability to work as part of a team, maintain a sense of humor, and interact with a diverse array of people from all walks of life.
• Comfortable behind the stage, supporting the person in the spotlight; thrives on helping others be their best selves and anticipating their needs before they are spoken.
• Ability to work in a fast-paced environment, handle multiple projects simultaneously, and meet deadlines.
• Deeply loyal and a steel-trap with confidential information.
• Strong relationship, communication, and project management skills.