Executive Assistant

About the job

Job Overview

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our non-governmental organization. This role involves managing communications, scheduling, donor follow-ups, and grant opportunity research, ensuring smooth and efficient operations.

Ideal Candidate

You are a self-motivated and detail-oriented individual with a passion for supporting non-profit organizations. You possess excellent organizational and communication skills, with the ability to manage multiple tasks and interact effectively with diverse groups. Your required experience in non-governmental organization support, coupled with a strong understanding of youth development, makes you an ideal candidate for this role.

Key Responsibilities

Administrative Support & Coordination

Manage complex calendars and schedules for executives, including arranging meetings, appointments, and travel.
Prepare and edit correspondence, communications, presentations, and other documents.
Maintain organized filing systems, both digital and physical, ensuring easy retrieval of information.
Handle incoming and outgoing communications, including phone calls, emails, and mail, directing inquiries as appropriate.

Stakeholder Engagement & Communication

Facilitate donor follow-ups and maintain positive relationships with key stakeholders.
Serve as a primary point of contact for internal and external inquiries, exercising discretion and professionalism.
Coordinate logistics for events, meetings, and workshops, ensuring all arrangements are in place.

Research & Development Support

Conduct thorough research on potential grant opportunities and funding sources relevant to youth development.
Assist in the preparation and submission of grant applications and reports, ensuring accuracy and compliance.
Compile data and information for various reports and presentations.

Operational Efficiency

Implement and maintain efficient administrative processes and systems.
Utilize technology and virtual administrative tools to enhance productivity and workflow.
Support general office operations and contribute to a positive and productive work environment.

Skill Sets Required / Preferred

Technical Skills

Proficiency in virtual administrative assistant tools and software.
Strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace.
Experience with CRM systems for donor management is a plus.
Familiarity with communication and collaboration platforms (e.g., Zoom, Microsoft Teams).

Soft Skills

Exceptional Customer Service orientation.
Superior organizational and time management skills.
Excellent written and verbal communication abilities.
High level of proactivity, initiative, and problem-solving.
Meticulous attention to detail and accuracy.
Ability to manage multiple priorities and work effectively under pressure.
Strong interpersonal skills and ability to interact with diverse groups.
Self-motivated and able to work independently with minimal supervision.
Passion for non-profit work and youth development.

Experience & Education

Proven intermediate-level experience (3 to 5 years) as an Executive Assistant or in a similar administrative support role.
Demonstrated experience providing administrative support within a non-governmental organization (NGO) setting.
Strong understanding of youth development principles and non-profit operations.
High school diploma or equivalent required; a Bachelor’s degree in a relevant field is preferred.

Executive Assistant