Executive Assistant

Job Description

I.  Job Summary

The purpose of the Executive Assistant position is to provide executive support in a one-on-one working relationship with the Country Director and other Executive Team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Country Director. The Executive Assistant also serves as a liaison to the country office with CARE USA, Regional Management Unit, CARE Member Programs (CMPs) and other regional and international CARE International Offices. She is also required to provide the day to day administrative supports to the Executive Team (Directors).

II. Responsibilities

Job Responsibility # 1: Executive Support (35%)

Manages an exceptionally active calendar of appointments and schedules for the CD and PD.
Works closely and effectively with the CD and PD to keep him/her well informed of upcoming events, commitments and responsibilities, following up appropriately.
Plans, coordinates and ensures the Country Director’s (CD) schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating conducive situations for direct access to the CD’s time and office.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Completes critical aspects of deliverables with a hands-on approach, including drafting emails, preparing letters, personal correspondence, and other tasks that facilitate the CD’s ability to effectively lead the country office.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Participates as an assistant member of the CD and other Executive Team including assisting in scheduling meetings and attending meetings
Ensures that the CD’s bio data is kept updated and responds to requests for materials regarding the CD and the organization in general

Job Responsibility # 2: Internal and External Representation (20%)

Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CD, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CD’s style and organization policy.
Serves as the CD’s administrative liaison with CARE USA, Regional Management Unit, CARE Member Countries (CMPs), government partners, and other stakeholders.
Communicates directly, and on behalf of the CD, with partners, donors, staffs, and others, on matters related to CD’s programmatic initiatives, events, etc.
Provides a bridge for smooth communication between the CD’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and other country office staffs.
Facilitates cross-divisional coordination of travel and outreach plans.

Job Responsibility # 3: Administrative Supports (35%)

Completes a broad variety of administrative tasks for the Country Director (CD) & other Executive Team (Directors). These includes: completing expense reports; completing PAR; composing and preparing correspondence (including those sometimes confidential); arranging detailed travel plans (both local and international), itineraries, and agendas; compiling documents for travel-related meetings; designing and producing complex documents, reports, and presentations.
Manages information systems and filing operations of the CD Office (including hardware, software, desktop support, internal telecommunications, and strategic systems development and improvements). Manage information flow and documentation in a timely and accurate manner.
Pro-actively and regularly updates database for donor, peer organizations, government partners, and other stakeholders
Leads or organizes hospitality events on behalf of the CD and PD
Follows up on contacts made by the CD and supports the ongoing contract administrations
Translates correspondence between English and Amharic (other local languages) as required.
Maintains leave records of Directors; assists same with leave requests and approvals.
Provides other secretarial services (printing, copying, binding, scanning, etc.)

Job Responsibility # 4: Others (10%)

Participates in regular meetings of the admin assistant pool led by the Office admin coordinator in an effort to improve processes and efficiencies.
Carry out other duties as required by the CD

Job Requirements

Qualifications
Required:

B.A. in Administration, Management or equivalent combination of education and work experience.
3 years of relevant experience with the first degree.
2 years of relevant experience plus post graduate degree.
Excellent customer service skills
Strong English language skills (written and spoken)

Desired:

Computer skills in Power Point, Word, Excel, etc.
Problem Solving
Proactive, resourceful, capable of multi-tasking and showing initiative
Excellent communication and presentation skills
Well organized and able to work independently
NGO experience
Knowledge of PEOPLESOFT software.

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through the link.
Only short-listed candidates will be contacted.
Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.
By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks