Purpose of Job

As the Executive Administrator, you will play a crucial role in supporting key personnel in the Maternal and Child Health Program at IRD Global by managing their schedules, coordinating meetings, handling communications, and performing various administrative tasks. The ideal candidate will be detail-oriented, possess exceptional organizational skills, and have the ability to handle sensitive information with confidentiality and professionalism.

Key Responsibilities and Accountabilities

• Meticulously manage the team email correspondence, daily schedule and calendars prioritizing and protecting their professional, and personal needs with the needs of the network.
• Effectively manage governance reporting and communication between the team and board members, key donors, and technical partners.
• Manage assigned technical or operational meetings and prepare agendas, record minutes/decision points (in writing or on video as pre-decided) for assigned follow-up for attendees and those that were unable to attend.
• Manage as account operator for the team’s air ticket, hotel and travel reservation and online payments.
• Remain point of contact (PoC) between the team and internal/external colleagues.
• Maintain and organize electronic project folders, ensuring accurate archiving and easy retrieval of documents and information.
• Manage tasks and ensure follow-through by tracking deadlines, commitments, and action items, and providing timely reminders to designated persons’.
• Manage and maintain all visa applications, travel bookings and itineraries, immunization records, health, travel, and life insurance for the team, and provide assistance and support to in-country teams, consultants or external agencies as needed
• Make travel arrangements and detailed travel itineraries and ensure that the payment is processed from the relevant entity and/or stakeholder in a timely manner.

Principal Challenges

• The ability to communicate in a positive and effective manner with various stakeholders, both internally and externally, ensuring customer relations is taken care of at the highest level of standard.
• The ability to perform a variety of complex administrative duties requiring comprehensive knowledge of the departmental program, trusting that work will be handled efficiently during the absence of a superior.
• The potential to work long hours to deliver daily duties or if there is a late meeting to ensure that everything runs smoothly.
• Sustaining collaborative working relationships with all levels, internally and externally.
• Ensuring strict confidentiality in performing the duties.
• Ability to manage calendar and work arrangements based on time-zone differences.

Minimum Academic/Professional Qualifications/ Working Experience

• Minimum a Bachelor's Degree required in Business Administration or related field.
• Minimum of 5 years of working experience as personal support to heads of corporate entities.
• Previous clerical and secretarial work experience will be an added advantage.

Skills and Competencies Required

• Excellent oral and written communication. Communicate and coordinate effectively at every level of the organization.
• Exceptionally skilled at juggling multiple tasks, allocating and optimizing resources, and managing timelines. Manage a task from start to finish and keep everyone appropriately informed.
• Attentive to details, get it right the first time, and accurately keep track of all the moving parts.
• Do your job well without much supervision but know when to seek guidance from senior staff. You are comfortable taking initiative.
• Self-confident and assertive, approachable, and responsive. Understand the mission, needs, and direction of the organization.
• Collaborative work style and able to work across departments to get the results and support you need.
• Confidentiality, Integrity, and trust
• Solve a variety of problems. Think ahead, consider all the variables, and anticipate challenges.