Executive Assistant

Role Summary

The Executive Assistant to the CEO and CoS is responsible for providing comprehensive support to the CEO, CoS, and Board of Directors, and Executive Team a. This dynamic position that requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. 

Job Description

Performance Criteria

• Support to the Office of CEO, through the Chief of Staff

Working closely with the Chief of Staff, to support the CEO on a day to day basis, with the following:

• Support the CEO on a day to day basis, this includes but is not limited to:
  • Arranging local and international travel 
  • Arranging local and international accommodation
  • Organizing meetings 
  • Calendar Management
  • Filing and retrieving corporate records, documents, and reports
  • Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives
• Main point of contact and interface between CEO and the below, ensuring meetings are scheduled, minuted and action points followed up and executed:
  • Management; 
  • Board; 
  • Major Donors; 
  • Partners 
• Support the CEO with planning toward participation in high-level events and meetings that require his presence
• Point of contact for the CEO to all internal employees

Board Engagement 

• Fulfil the role of board liaison 
• Assist with board communication, and coordinate board meetings and documents

Operational

• Facilitate information sharing and communication from the Office of the CEO throughout the organisation 
• Facilitate information sharing and communication from the Office of the CEO to external stakeholders and partners
• Help develop the CEOs presentations when required
• Manage expenses of the Office of the CEO against the standard operating procedures 
• Ensure Performance Reviews take place in a timely manner twice a year. 
• Ensure the office of the CEO is efficient, cost-effective and responsive to the needs of Space for Giants
• Manage Journeys for Giants (JFG) accommodation bookings, travel, logistics, and all related correspondence for donor safaris

Stakeholder Management

• Maintain professional and respectful relationships with stakeholders- SFG Staff, Donors, Board, partners and Community members . 

Special Projects

SFG Ambassador

• Represent CEO and CoS when requested to do so
• Provide input as per special assignments requested by the  CEO and CoS 
• Conduct research/assessments on special projects/assignments and report on findings as requested

Culture and Values

• Drive the Organizational Culture to internal and external Stakeholders 
• Conduct oneself and encourage team behavior to create awareness and reinforce Organizational Vision, Values and the Culture Contract

Any other relevant tasks related to the role as directed by the Supervisor

Person Specification

• Key Skills: Efficient, Hard-Working, Driven, Flexible, Organised, Diligent, Attention to detail, Trustworthy, Highly motivated, Willing to work flexible hours. 
• Uphold the cultural values and code of conduct of Space for Giants: Passion, Integrity, Respect, Sustainability, and Innovation. 

Experience, Knowledge & Competencies

• Bachelors Degree in a business administration or related field. 
• Minimum of 5+ years of applicable administrative experience. Demonstrated experience supporting  C-Level Executives, preferably in international organizations. 
• Tech Savvy - Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms(Gmail, Google Calendar and other Google services experience a plus).
• Experience in travel and tourism management would be advantageous.
• Strong organisational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
• Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors 
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment 
• Strong oral and written communication- ability to communicate clearly and effectively with senior leaders and external partners.
• Skillful execution of administrative activities, with high attention to detail, in organisation and execution of processes.
• Preferred- demonstrated international work experience and experience in conservation or international development sectors.