Entrepreneurship in the territories: is it the right time?
GENERAL RESPONSIBILITY:
Reporting directly and working closely and effectively with the CEO on a daily basis, the Executive Coordinator (EC) provides executive, administrative, and development support to the CEO. The EC serves as the primary point of contact for internal and external constituencies on all matters regarding the CEO. The EC liaises with the senior management teams/Senior Leadership Team (SLT), organizes and coordinates executive outreach and external relations efforts, and oversees special projects.
RESPONSIBILITIES:
Executive Support
- Assist the CEO with daily administrative tasks, including calendar management, travel coordination, and related logistics.
- Serve as the primary point of contact, communicating directly and on behalf of the CEO with donors, partners, government authorities, Board members, staff, and other stakeholders.
- Coordinate the preparation of reports, proposals, and official letters by relevant departments, and manage the review/approval process with the CEO.
- Support the CEO’s external commitments related to VCF, including participation on external boards, committees, and partnerships.
- Manage and process VCF’s organizational memberships.
- Maintain and update the CEO’s professional contact database.
- Attend all events involving the CEO to provide timely, on-the-ground support.
Coordination & Operations
- Coordinate logistics for high-level internal and external meetings, ensuring effective communication between the CEO’s office and internal departments.
- Act as an adjunct member of the SLT, represent the CEO in designated meetings when needed, and work closely with senior-level staff and HR.
- Coordinate meetings and strategic activities, including Executive, Finance, Governance & Nominating, and Audit Committees, as well as agendas of the SLT, Management Team (TMG), and VCF staff.
- Maintain confidential files and contact information; organize meetings, conferences, and committees both on- and off-site to support the CEO’s agenda.
- Collaborate with the Finance team to ensure timely submission of financial reports to the CEO.
- Provide general support to the CEO, including handling calls, deliveries, visitor reception, and ad-hoc requests.
Strategic & Project Support
- Monitor progress of key strategic initiatives and provide status updates to the CEO.
- Draft briefing notes, talking points, and presentations for the CEO’s internal and external engagements.
- Support donor relations by preparing background information and follow-up notes after meetings.
- Ensure the CEO is well-prepared for meetings by compiling agendas, briefing documents, and pre-read materials.
Office & Team Collaboration
- Facilitate cross-departmental coordination to align project deadlines with the CEO’s strategic priorities.
- Act as the first escalation point for issues requiring the CEO’s attention, helping to prioritize matters effectively.
- Assist HR in onboarding senior hires or interns who will work directly with the CEO.
- Track commitments made by the CEO or SLT in meetings to ensure follow-up and accountability.
Other Responsibilities:
- Proactive and dedicatedly performs other duties as assigned by the CEO.
- Speaks on behalf of VCF when called on and attends events for the CEO.
