Executive Assistant

Job Title:                  Executive Assistant  

Reports to:                Chief Executive Officer (CEO)

Location:                   HALG Head Office, Abuja

Position type:                       (Full time)

Join the Heartland Alliance LTD/GTE Team to provide the essential support necessary to implement HALG’s innovative programs serving marginalized and vulnerable communities.

Overall, Job Function:

The Executive Assistant to the CEO plays a vital role in providing high-level administrative and programmatic support to the CEO. The position requires exceptional organizational skills, the ability to manage confidential information, and a proactive approach to problem-solving. The Executive Assistant ensures the smooth operation of the CEO’s Office by managing schedules, receiving visitors, coordinating meetings and travel arrangements, preparing correspondence, reports, and PowerPoint presentations, and serving as a key liaison between the CEO and internal and external stakeholders.

Essential Duties and Responsibilities

Essential Duties:

·Engage with the CEO, management, board, and external individuals on daily operational matters, often handling confidential information.

·Address questions and implement solutions with minimal guidance and prepare materials for the CEO’s meetings and appointments.

·Oversee daily administrative tasks, coordinate the administrative team, and ensure efficient support for the CEO’s office.

·Manage the CEO’s calendar, schedule meetings, coordinate travel itineraries, and ensure all necessary arrangements are made.

·Generate reports, maintain records, prioritize and respond to emails, prepare and proofread documents, and handle incoming calls.

Key Responsibilities:

·Provide comprehensive administrative support to the CEO by acting as the primary liaison with various stakeholders, managing the CEO’s calendar, drafting and editing materials, and organizing confidential files and records.

·Coordinate meetings by preparing agendas and materials, scheduling and organizing logistics, managing meeting technology, and attending meetings to take minutes and note action points.

·Manage travel by arranging complex itineraries, including flights, accommodations, transportation, and visas, and providing detailed itineraries to ensure the CEO is well-prepared for trips

·Support the CEO in managing special projects, conducting research for reports and speeches, and preparing for board meetings and high-level engagements

·Manage incoming communication for the CEO’s office, respond to inquiries, facilitate smooth communication between offices, assist with external communications, and support the CEO in contributing to newsletters and publications

·Coordinate and support organizational events involving the CEO, collaborate with teams for seamless execution, and handle additional tasks as needed

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or competency required.

Education and/or Experience: 

·Bachelor’s degree in law (LL.B.)

·Professional certification, such as a Bar license.

·At least 4 to 5 years of relevant experience, preferably in an NGO or humanitarian setting.

·Familiarity with NGO operations, donor engagement, and programmatic processes is an added advantage.

·Proven experience supporting C- Suite executives or senior leaders in a fast-paced environment, and/or a medium to larger organization.

·Polished coordinator with professional maturity and a high level of emotional intelligence.

·Ability to effectively interact with senior-level management and maintain a high level of confidentiality and discretion.

·Excellent knowledge and proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and familiarity with virtual meeting platforms (e.g. Zoom, Teams, Slack, Trello).

·Exceptional organizational and time-management skills with the ability to multitask effectively.

·Must possess strong verbal, written, communication and organizational skills with a keen attention to detail.

·Must be extremely detail-oriented with high-level organizational skills.

·Demonstrated ability to work collaboratively across diverse teams and stakeholders.

·High level of discretion and professionalism in handling sensitive and confidential matters.

·Ability to set priorities, handle multiple tasks, and meet deadlines.

·Flexible and adaptable to rapidly changing priorities, excellent problem-solving skills with the ability to anticipate needs.

·Self-starter with a strong sense of ownership and involvement is critical.

·Ability to plan, organize, track, and successfully conclude special projects and events.

Other Competencies:

·Time Management – Ability to prioritize tasks, manage time, and complete projects in a fast-paced, changing environment with minimal supervision.

·Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

·Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively.

·Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

·Cultural Sensitivity – Respect the cultural environment in which a person is working and does not act in a manner that is outwardly offensive to the local community.

·Non-discriminatory- Do not discriminate against persons based on sexual orientation or gender identity, age, preferred jobs, or behavioral habits.

Language Skills: 

·Excellent oral and written English communication skills.

Computer Skills: 

1. Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange, Windows operating systems, PowerPoint.
2. Other software routinely used by Heartland Alliance.

Work Environment:

·The noise level in the work environment is usually moderate.

·The employee may be required to travel regularly to often insecure and limited-resource environments.

“Female candidates are strongly encouraged to apply for this position”

Heartland Alliance Ltd/Gte...Towards Excellence and Impact.

Heartland Alliance Ltd/Gte does not charge any fee at any stage of the recruitment process (application, interview, processing). Heartland Alliance Ltd/Gte is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation, abuse, lack of integrity, and financial misconduct, and is committed to promoting the human rights of children, young people, and adults. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

Heartland Alliance Ltd/Gte provides Equal Employment Opportunities (EEO) to all employees and applicants for employment without regard to race, colour, religion, gender, national origin, age, disability, or genetics.