Executive Assistant Ii

Requirements
Master’s degree in business, public administration, or a related degree

At least 5 years of experience in positions that is highly relevant to the Executive Assistant’s role

Demonstrate proficiency in using Microsoft Office Suite/Internet skills

Demonstrate ability to create and manipulate spread sheets and databases

Demonstrate working knowledge of office methods and practices including filing, proofreading, formatting and basic report

Flexibility to react to real time under very short deadlines

Strong intuition and ability to anticipate the DDG-IS’s needs and to develop actions and timelines even in the absence of explicit instructions

Responsibilities

Responsibilities
Executive Management
Provide quality and high level confidential secretarial support

Facilitate effective utilization of the DDG’s time, through identifying priority matters

Assist the DDG with decision making through:Conducting research on assigned topics, drawing on information from across the institute and elsewhere

Maintenance and retrieval of information

Initiating responses on urgent matters in his absence when appropriate

Drafting concise written information

Collation of information and preparation of reports for presentation by the DDG at IMC and Board meetings

Efficient and timely dissemination of information across the unit and other units/programs in the institute

Following up on outstanding matters and providing feedback

Administrative Support
Effective planning and coordination of meetings (from one on one meetings to large group meetings such as IRMC)

Provision of background information and pre-meeting documents

Take part in meetings and produce minutes/action points from each meeting

Travel management
Arrange mission travel and accommodation for the DDG

Prepare travel expense reports

Budget management
Prepare and monitor annual budget for the office of the DDG

Project and initiative management
Manage or engage in projects/initiatives that are a top priority to the DDG

Engage in task forces solving a specific problem or create materials needed for the DDG’s activities

Manage small grants and consultancy contracts under the DDG’s budget

Relationship management
Build effective communications and working relations with all relevant colleagues and other stakeholders

In addition the post-holder will stay abreast of the work of ILRI in general and the Integrated Sciences Directorate in particular and have a full understanding of its core business and the DDG-IS’s role as well as having the flexibility to complete other duties as assigned.

Job Requirements
Required education

Required relevant work experience

Required languages: