Executive Assistant

Background

Life Makers Foundation is an Egyptian registered National youth-led, voluntary and non-governmental organization (Reg. Number 839). Since its establishment in 2011, LMF worked on youth development to build their capacities to develop societies and respond to humanitarian needs and disasters. It works directly and together along with partner organizations in 24 Egyptian governorates in youth development, education, health, livelihood, food security and basic needs sectors.

LMF adopts the core principles of humanity, neutrality, impartiality and independence in its operations to ensure the provision of assistance with no discrimination towards difference in ethnicity, religion, race or any other consideration. LMF provides development and humanitarian interventions for the most vulnerable while preserving their dignity and ensuring their participation.

Life Makers is a voluntary non-governmental, non-religious, non-political and non-partisan movement that was launched in 2003 for mobilizing the best of the human spirit to alleviate human suffering and to protect human life and human rights.

Job Description

Responsibilities:             

 1-Executive Liaison and Communications Support:

·         Receive and screen information, visitors and phone calls using judgment and sensitivity to the CEO’s priorities and schedule.

·         Coordinate briefing materials and background documents for CEO meetings.

·         Prepare and coordinate CEO communications with internal and external stakeholders as requested including accurate and timely correspondence, memos, minutes, presentations, and reports

·         Compose moderately complex letters, memorandums, presentations, and reports by synthesizing information, researching background information, and gathering relevant data from appropriate sources.

·         Provide executive administrative support to the Board of Directors and Board Committee meetings including agenda preparation, dissemination of meeting documents, and proactively closing open action items

·         Manage Annual Meeting process, Board of Trustees (BoT) meetings and general liaison with all invitees to such meetings.

2-  Operational Support:

·         Prepare and collate periodic reports as required that includes, but not limited to preparing the Biweekly situational, monthly, and quarterly report on all departments’ achievements, performance indicators and plans for the next periods.

·         Track and follow up on outstanding issues or projects, ensuring they are addressed and resolved in an accurate and timely manner.

·         Organize appropriate materials for meetings, conferences, appointments or interviews; provide efficient and accurate recording of meeting minutes, ensuring timely distribution of agendas, minutes, action point lists and other relevant documents for meetings.

·         Occasional field travel to the site of operations.

·         Assist in preparation of draft reports, background documentation, and research as requested, and review documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and edits as necessary.

·         Alert the CEO and SMT of deliverables and important deadlines for reports and related documents required internally and by the donor.

·         Draft and administer official correspondence for the CEO and SMT when required.

·         Identify and support implementation of improvements to office systems and processes as needed.

3-    R&D Support:

·         Mapping opportunities and help the CEO for converting the idea into concept note before the proposal team starts.

• Develop and execute innovation and research roadmaps.

• Formulate innovation initiatives aligned to the organization’s vision, mission, and values.

4-  Logistics Coordination:

·         Accurately maintains CEO and LMF Senior Management Team (SMT) calendar to coordinate meetings and logistics.

·         Coordinate CEO & Board of Trustees’ logistics including booking flights, accommodation, visa applications, expense reports, and preparing security briefing materials.

·         Prepare information packages and itineraries for external visitors for Board of Trustees and CEO Office.

·         Handle all CEO’s and BoTs’ expenses reimbursements, ensuring that expense claims, business meeting expenses and travel authorizations comply with LMF policy.

·         Support meeting logistics for SMT workshops & meetings, All Staff meetings with CEO  & Strategy events.

·         Liaise with and proactively support LMF employees and Senior Management Team to ensure timely flow of materials that require CEO signature.

5-  General Administration:  

·         Initiate, follow-up, and manage purchasing & procurement, credit card processing, and expenses in line with organizational policies and approved budgets.

·         Manage third party services and vendors as required

·         Proactive document management and storage of organizational files

·         Provide backup admin support cross-departmentally as needed, e.g. support Assistant to Programs Directors in their absence, support Facilities/Front Desk as needed.

·         Other duties and special assignments as requested.                                                            

Job Specifications:

·         Advanced experience using MS Office products including Word, PowerPoint.

·         Excel to produce high quality reports and work products.

·         Bilingual (Arabic/English).

·         Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.

·         Demonstrated attention to detail, ability to implement procedures, meet deadlines and work independently and cooperatively with team members.

·         Ability to take initiative and manage activities in a team setting with minimal supervision.

·         Strong time management/task prioritization skills, and workload management; ability to deliver on commitments.