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Duties and Responsibilities
Executive Support
- Manage the Executive Director’s calendar, appointments, meetings, and official engagements.
- Screen and prioritize calls, emails, correspondence, and requests addressed to the Executive Director.
- Prepare official letters, memoranda, reports, presentations, proposals, contracts, and other executive documents.
- Monitor deadlines, Management instructions, and assigned action items.
- Coordinate travel, meetings, and official appointments of the Executive Director.
Board and Management Secretariat
- Prepare notices, agendas, attendance sheets, and supporting documents for Board and Management meetings.
- Record and prepare accurate minutes of meetings.
- Maintain Board resolutions, minutes, policies, and official corporate records.
- Monitor and follow up on decisions and action points arising from meetings.
Organizational Coordination
- Serve as the administrative liaison between the Executive Director, Board members, staff, donors, partners, and government agencies.
- Coordinate official meetings, consultations, trainings, and external engagements.
- Ensure that Management instructions and important information are properly communicated to concerned personnel.
Reports and Compliance
- Assist in preparing project proposals, donor reports, accomplishment reports, and organizational submissions.
- Monitor deadlines for reports, permits, registrations, and compliance documents.
- Coordinate the collection of information needed for reports and official submissions.
Records and Confidentiality
- Maintain confidential executive, personnel, financial, donor, partner, and organizational records.
- Ensure the proper filing and safekeeping of official documents.
- Comply with data privacy, child safeguarding, and confidentiality policies.
Other Duties
- Guide and coordinate the work of the Administrative Assistant, when applicable.
- Perform other related duties reasonably assigned by the Executive Director.
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