EXECUTIVE ASSISTANT - VP & CIO OFFICE
CARE USA
- Nairobi
- Permanent
- Full-time
- Efficiently manage the Chief Impact Officer and Vice-President's calendars, including scheduling meetings, appointments, and events.
- Coordinate with internal and external stakeholders to ensure the executive's time is optimized.
- Arrange travel logistics for the CIO and the VP IPO, including booking flights, accommodations, transportation, and preparing travel itineraries.
- Anticipates travel needs and proactively addresses any changes or issues that may arise.
- Process travel advance requests and expense reports, invoices, and financial documentation in accordance with organizational policies.
- Assist in monitoring and tracking their personal budgets and budgets of initiatives they manage.
- Support the Chief Impact Officer and the Vice-President in managing various projects and initiatives.
- Coordinate project timelines, tasks, and deliverables, and facilitate communication among team members.
- Prepare agendas, materials, and presentations for meetings attended by the Chief Impact Officer and the Vice President.
- Organize meetings led by the Chief Impact Officer and meetings organized by IPO Senior Management Team (SMT).
- Take meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.
- Prepare agendas, materials, and presentations for meetings attended by the Chief Impact Officer and the Vice President.
- Take meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.
- Facilitate communication and collaboration with internal departments (CARE USA, CARE Member Partners), external partners, and other stakeholders involved in the Chief Impact Officer and Vice President activities.
- Build and maintain positive relationships on behalf of the Chief Impact Officer and the Vice-President.
- Serve as a primary point of contact for the Chief Impact Officer and the Vice President (screening and prioritizing emails), phone calls, and other correspondence.
- Draft and prepare emails, letters, reports, and presentations on behalf of the executive.
- Organize and maintain relevant electronic and physical files, documents, and databases related to the Chief Impact Officer's and the VP's work.
- Ensure timely access to information and assist in research as needed.
- Handle sensitive information with the utmost confidentiality and discretion.
- Exercise sound judgment in decision-making and maintain trust and professionalism in all interactions.
- A bachelor's degree in a related field such as business administration, communications, public administration.
- 5+ years experience as Executive Assistant to Executive or Senior Management of a large organization, in a corporate or nonprofit setting.
- Track record of managing complex calendars, handling confidential information, and coordinating projects.
- Strong organizational skills and the ability to prioritize effectively and meet deadlines in a fast-paced environment.
- Excellent communication skills, both written and verbal in English.
- Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools is essential.
- Professionalism, discretion, integrity and the ability to maintain confidentiality.
- Ability to adapt to changing priorities, take initiative, and work independently
- Ability to prioritize and plan work activities and use time efficiently.
- Ability and experience to network and develop critical partnerships to strengthen and further senior leadership agenda.
- Demonstrated commitment to diversity, inclusion and contributing to a team culture of belonging.
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