About the job
Executive Assistant to the CEO
Job Description:
Reporting directly to the CEO, the Executive Assistant (EA) provides high level confidential executive support in a one-on-one working relationship. The EA will assist the CEO to execute the mission of the organization by developing and providing a comprehensive organizational, administrative, and program support service. The EA will proactively oversee the CEO’s workload, serve as a liaison between the CEO and internal/external stakeholders, and complete priority tasks as assigned. In this role, the EA works closely with the Chief of Staff (CoS) to serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. You will organize and coordinate executive outreach and internal relations efforts, and oversee special projects assigned by the CEO.
Roles and responsibilities:
- Complete a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
- Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
- Communicates directly, and on behalf of the CEO, with external partners who may include Board members, investors, funders, donors, staff, and others, on matters related to CEO’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO’s office and internal teams; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, PowerPoint presentations, and other tasks that facilitate the CEO’s ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Whereas the Chief of Staff is the primary Board Liaison, from time-to-time, the EA will be expected to provide Board Support including: assisting board members with travel arrangements, lodging, and meal planning as needed, adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- As a Senior Management Liaison, the EA:
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings
- Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach
- Edits and completes first drafts for written communications to external stakeholders and works with the Strategic Initiatives team in coordinating the CEO’s outreach activities
- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
- Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
- Edits all, and creates acknowledgement letters from the CEO to donors
- Acts as a “barometer,” having a sense for the issues taking place in the office environment and keeping the CEO updated.
- Finally, the EA works closely with the CoS to ensure that internal programs, events, and communication campaigns align with the Shamiri culture.
Qualifications:
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, investors and donors
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to also be an extremely effective independent worker
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced Environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements:
- Bachelor’s degree required
- Strong work tenure: 2 to 5 years of experience working in an organization in a similar or related capacity.
- Experience and interest in internal and external communications, partnership development, and fundraising
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- Basic data analysis skills a plus.
About Shamiri Institute
We are a youth-led organization that is shaping the future of mental health by making it affordable for all, personalized to an individual’s needs and circumstances, and integrated within existing systems of caregiving and community life. This will help to build a future where young people can thrive across the African continent. Based in Nairobi, Kenya, Shamiri was founded in 2018 at Harvard University by award-winning Kenyan entrepreneur and community – mobilizer Tom Osborn and rising global mental health researcher Katherine Venturo-Conerly. Since our founding in 2018, we have worked with more than 10,000 youths in secondary schools across Kenya. Through our work, young people have experienced a 40% improvement in mental health and wellbeing, a 14% improvement in social relations, and a 3% improvement in academic grades. Watch this TED talk for more information about our work.
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