Executive Assistant at Centre for Women’s Health and Information (CEWHIN)

Job Title: Executive Assistant

Job Summary

• We are seeking an Executive Assistant to the Director to join our dynamic team. If you’re detail-oriented, proactive, and passionate about providing high-level administrative support while ensuring efficiency, this role is for you!

Scope of Work
The role of an Executive Assistant is to provide comprehensive, high-level administrative support to executives or senior management, ensuring efficient daily operations and enabling them to focus on strategic priorities. Below is the detailed scope of work:
Email and Communication Support:

• Assist the communications team in responding to CEWHIN emails, ensuring timely and professional responses.

Calendar Management:

• Create and manage schedules for corporate and personal events, appointments, and tasks.

Project Management:

• Provide research assistance and support to ensure projects are delivered on time and align with organizational goals.

Key Responsibilities
Administrative Support:

• Manage and maintain the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Handle correspondence, emails, and calls, prioritizing and ensuring timely responses.
• Prepare, proofread, and edit reports, presentations, and documents.
• Organize and maintain both digital and physical filing systems for efficient document retrieval.

Meeting Coordination:

• Schedule and coordinate meetings, including preparing agendas, taking minutes, and tracking follow-ups.
• Liaise with internal and external stakeholders to ensure seamless meeting logistics.
• Prepare briefing materials and background documents for meetings and presentations.

Travel and Logistics Management:

• Plan and coordinate domestic and international travel, including flights, accommodations, and itineraries.
• Ensure the processing of travel-related documents such as visas and expense reports.

Communication and Liaison:

• Serve as the primary point of contact between the Executive Director and internal/external stakeholders.
• Draft and review professional correspondence on behalf of the Executive Director.

Project and Task Management:

• Track the progress of key projects and initiatives to ensure deadlines are met.
• Conduct research and gather data to support decision-making and project planning.
• Provide support for organizing events, conferences, and team-building activities.

Financial and Expense Management:

• Prepare and submit expense reports, ensuring compliance with company policies.
• Assist in budget tracking and financial reporting for the Executive Director’s office.

Miscellaneous Tasks:

• Stay updated on industry trends and company priorities to align support with organizational goals.
• Perform additional tasks as assigned, ensuring they align with capacity and skill sets.

Key Skills and Qualifications

• A bachelor’s degree in Business Administration, Management, or a related field. Additional certifications in office management or executive support are a plus.
• Minimum of 3 years of proven experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior-level executives.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace) and project management tools.
• High level of discretion and professionalism in handling confidential information.
• Ability to multitask and thrive in a fast-paced environment.
• Handle confidential and sensitive information with the utmost discretion and professionalism.

Application Instructions

The application deadline is on 20th January, 2025. Therefore, qualified and interested candidates can “CLICK HERE TO SUBMIT APPLICATION” It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Official Job Website: https://cewhin.com/

Note: Applications will be reviewed on a rolling basis and only shortlisted candidates will be contacted.