Executive Assistant - NGO - Maternity CoverMichael Page

Our client is an international organisation.

• Calendar Management: Maintain an accurate and detailed calendar for the CRO, including scheduling meetings, conference calls, appointments, and events. Engage directly with internal and external parties to coordinate schedules. Anticipate and resolve scheduling conflicts and proactively communicate changes.
• Travel Arrangements: Oversee travel planning to include scheduling flights, arranging ground transportation, booking accommodations, and making other reservations. Create travel itineraries. Assist with any documentation requirements for international travel. Anticipate and address any travel-related needs or changes promptly. Monitor and optimize all travel expenses.
• Communication and Correspondence: Work alongside the CRO to manage emails / inbox and prioritize associated requests. Draft and proofread emails, letters, memos, reports, and other documents. Transcribe dictations describing business travel and events. Maintain confidentiality and professionalism in all communications.
• Meeting Preparation: Construct meeting agendas. Prepare the CRO for meetings with external parties by conducting research on attendees and drafting summary reports. Ensure meeting materials/presentations are finalized in a timely manner so that the CRO can review in advance. Attend relevant meetings, take minutes, and distribute documentation. Follow up on action items derived from meetings to ensure timely completion of tasks.
• Document Management: Maintain organized electronic and physical filing systems for confidential documents, contracts, legal agreements, and other important records. Ensure accessibility, accuracy, and confidentiality across all documentation. Convert paper documents into digital documents as needed. Identify potential areas for improvement surrounding existing filing system and subsequently propose changes. Organize and disburse inbound mail to appropriate personnel as needed.
• Event Planning: Organize events, conferences, interviews, and philanthropic activities on behalf of the CRO. Coordinate logistics, including venue selection, reservations, catering, invitations, guest management, and marketing. Assist in creating event budgets and tracking expenses.
• Financial Support: Assist with certain financial activities to include receipt tracking, expense reporting, and invoice processing. Support certain project management tasks to include tracking deadlines and deliverables. Work with the CRO and COO to obtain and/or produce certain financial information and reports.
• Research and Analysis: Conduct research on various topics as requested by the CRO and subsequently prepare summary reports. Identify potential areas for improvement and propose necessary changes. Work with the CRO and COO on special projects.
• Office Management: Oversee certain day-to-day activities of the office, including office supplies, equipment maintenance, and vendor management. Keep contact lists accessible and up-to-date. Ensure a well-organized and professional work environment.
• Personal Support: Provide personal support to CRO as required, including managing appointments, making reservations, and assisting with other miscellaneous tasks. Assist with planning social events. Coordinate with external service providers as appropriate. Provide basic tech support to the CRO.

• Bachelor's degree
• 8+ years experience in office administration and executive support
• Great written and verbal communication skills
• Self-starter, able to work independently with the ability to quickly resolve key issues with little oversight
• Good problem-solving, critical thinking and decision-making skills
• Exceptional organization, time management and multitasking abilities
• Keen attention to detail
• Thorough understanding of development, implementation, and budget management
• Exceptional talent in negotiating and networking
• Exceptional communication skills with the ability to foster strong supplier relationship