Our client is a non-profit organization seeking to hire a capable Executive Secretary to assist their company’s top executives. As the Executive Secretary you will play a pivotal role in supporting the executive leadership team and ensuring the smooth operation of administrative functions. You will be responsible for managing schedules, coordinating meetings, handling correspondence, and assisting with various projects to advance the organization's mission

• Administrative Support:  Provide high-level administrative support to the executive leadership team, including calendar management, travel arrangements, and expense tracking.
• Communication Management:  Manage incoming and outgoing communications, including emails, phone calls, and written correspondence, ensuring timely responses and appropriate prioritization.
• Meeting Coordination: Organize and coordinate meetings, conferences, and events, including logistics such as venue booking, catering, and audio-visual setup.
• Document Preparation: Prepare and edit documents, reports, presentations, and other materials as needed, ensuring accuracy and professionalism.
• Database and Record Management: Maintain and update organizational databases, records, and files, ensuring data integrity and confidentiality.
• Project Assistance: Assist with special projects, research initiatives, and fundraising activities, providing administrative support and coordination as required.
• Stakeholder Liaison: Serve as a point of contact for internal and external stakeholders, including board members, donors, partners, and community members, fostering positive relationships and effective communication.
• Policy Compliance:  Ensure compliance with organizational policies, procedures, and regulations, including data protection and confidentiality standards.
• Resource Allocation:  Manage office supplies, equipment, and resources effectively, coordinating procurement and maintenance activities as necessary.
• Continuous Improvement:  Identify opportunities for process improvement, efficiency enhancements, and best practices implementation within the administrative function.

• Proven experience as an executive secretary, administrative assistant, or similar role, preferably in a non-profit or philanthropic organization.
• Over 10 years’ experience in an admin, executive support role.
• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and cloud-based collaboration tools.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
•  Strong communication skills, both written and verbal, with a professional and courteous demeanour.
• Attention to detail and accuracy in data entry, document preparation, and record keeping.
• Ability to handle confidential information with discretion and integrity.
• Flexibility and adaptability to changing priorities and requirements.
• Bachelor's degree in business administration, communications, or related field is preferred, with any other certification.
• Experience in Non-Profit Sector:  Familiarity with the non-profit sector, including knowledge of fundraising strategies, grant management, and donor relations, is advantageous.
• Event Planning Skills: Experience in planning and coordinating events, such as fundraising galas, donor meetings, or awareness campaigns, would be beneficial.
• Financial Administration: Basic understanding of financial administration, budget tracking, and financial reporting would be helpful for supporting the executive team in financial matters.
• Commitment to Mission:  A genuine passion for the mission and values of the non-profit organization, coupled with a demonstrated commitment to social impact and community service, is highly desirable.

The renumeration and career opportunities are competitive. 

Only shortlisted candidates shall be contacted. The deadline for applications is  August 30th, 2024.