REQUIREMENTS

The Executive Assistant will provide comprehensive and proactive support to the Sexual Reproductive Health & Rights (SRHR) team (working alongside the SRHR Executive Assistant), the SRHR Directors and the wider SRHR team. This support will include diary management for the Directors, travel and event planning and document/information management. The position requires proficiency with office applications and in organising digital information, broad administrative skills and a high level of efficiency and proactivity.
The position will be privy to sensitive information that requires the highest level of confidentiality and judgment. This is an excellent opportunity for an organised professional with excellent communications skills, who wants to be part of an exciting, growing and mission-driven organisation.

SKILLS & EXPERIENCE

• Strong administrative experience, working for senior executives in a busy and complex environment; good experience as a scheduler or manager of executive time.
• Strong interpersonal skills – engages with others to get the best out of them and works well as part of a team.
• Demonstrates professional, sound judgement and the highest ethical standards, confidentiality and personal integrity.
• Exceptional organisational skills; able to be flexible as priorities and needs change, and works well under pressure.
• Excellent attention to detail.
• English is CIFF’s business language – we expect all of our people to display outstanding verbal and written communication skills across all aspects of their role.
• Capacity to work in a range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness.
• IT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required.
• Ability to work well independently; a motivated self-starter with good problem-solving skills.
• Numerate, with a good understanding of basic budget processes.

THIS ROLE IS A 12 MONTH FIXED TERM CONTRACT

The Executive Assistant will provide comprehensive and proactive support to the Sexual Reproductive Health & Rights (SRHR) team (working alongside the SRHR Executive Assistant), the SRHR Directors and the wider SRHR team. This support will include diary management for the Directors, travel and event planning and document/information management. The position requires proficiency with office applications and in organising digital information, broad administrative skills and a high level of efficiency and proactivity.
The position will be privy to sensitive information that requires the highest level of confidentiality and judgment. This is an excellent opportunity for an organised professional with excellent communications skills, who wants to be part of an exciting, growing and mission-driven organisation.

POSITION RESPONSIBILITIES

• Act as the central point of contact for SRHR Directors in their relationships with external and internal partners, grantees, peer community and other key relationships.
• Manage the calendars of the SRHR Directors; support the Executive Assistant with the management of the Executive Director’s calendar.
• Support the SRHR team with event planning, including virtual events, internal team meetings and offsites. Support in the planning and co-ordination of high-level meetings, both internal and external.
• Timely processing of expenses for the SRHR Directors.
• Arrange travel for SRHR Directors. Work with CIFF travel agents to organise flights, hotels, cars and visas. In time this will extend to support the wider SRHR team with travel requirements and may include occasional organisation of group travel for the team.
• Work alongside the SRHR EA to manage the monthly SRHR Team meeting agendas and any follow up actions.
• Promote collaborative ways of working using Office 365 office applications.
• Proactively assist SRHR Directors, including drafting of PowerPoint presentations and Word documents and ensuring a well maintained and organised electronic filing structure.
• Undertake projects that support the corporate agenda
• General administrative duties, including invoice processing, and management and support for central administrative tools for the team, such as Fluxx (our grant management system), budget, pipeline, portfolio and HR tools.