Executive Assistant/Administrative Lead at IDinsight

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); IDinsight is an international development organization that helps policymakers and managers make socially impactful decisions using rigorous evidence. We carefully tailor a wide range of analytical and quantitative tools to enable our clients to design better policies, rigorously test those ideas, and take informed action at scale to improve lives. Our services include experimental evaluation methodologies – including, but not limited to, randomized controlled trials – tailored to the priorities of international development decision-makers; monitoring and performance management systems to facilitate continuous data-driven improvement; policy design consulting and scale-up support.About the Executive Assistant/Administrative Lead roleThis role will offer support to the ESA RD and the exec office, including but not limited toRegional support – 40% Relationship Management: Prioritizes maintaining relationships with key contacts on behalf of the Regional Director, in collaboration with the executive teamSpecial projects: Works closely with the regional executive team to manage priority projects for the RD, many of which have organizational impact.Communication: Excels at communication between the RD’s office and internal teams, building and maintaining credibility, trust, and support with leadership and staff. Works with the Comms team in coordinating the RD’s outreach activities.Composes and prepares correspondence on behalf of the regional directorPrioritizes matters addressed to the RD; determines appropriate course of action, referral, or response and follows up appropriatelyEdits and completes first drafts for written communications to external stakeholders.Creates and manages agendas and meeting documents.Ensures that the RD’s biography is kept updated and responds to requests for materials regarding the RD and the organization in general Collaboration: Works closely with the regional executive team to deliver on regional priorities; prioritizes conflicting needs, handles matters efficiently and proactively; follows through on projects to successful completion, often with competing deadlines.Offers support on Expense reports for RD and other budgets as needed.Travel management: Books flights, accommodation, and other travel arrangements to support the region as requiredMaintains discretion and confidentiality in relationships appropriatelyProactive mindset: Looks for opportunities to support the region in any capacity needed Calendar Management Plans and coordinates the RD’s schedule: Set up meetings with key contacts as needed and respond to calendar invites appropriatelyCoordinates regional meetings for the region and leadership on request including scheduling, agenda creation, support, and follow-up.Prioritizes RD time: Provides “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the RD’s timeWorks closely and effectively with the RD to keep him/her informed of upcoming commitments and responsibilities Board Support and Liaison Serves as the RD’s administrative liaison to the ESA boards on requestProvides logistical support for board members, including travel arrangements, preparation of board papers as neededEnsures compliance with rules and regulations regarding board matters, including advance distribution of materials before meetings in electronic/paper format. This will be done in collaboration with the legal teams and the executive team. Administrative Function – 60% Leads the Administrative function in Nairobi, including supervising, mentoring, training, and coaching administrative staff to ensure maximum productivityEnsures the organization meets all local compliance requirementsLeads office immigration processes to ensure support to teammatesMaintains office services by organizing office operations and procedures; preparing payroll inputs; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.Track contracts- start and end dates for all necessary employeesProducing reports, composing correspondence as neededRecords Management: refine procedures for retention, protection, retrieval, transfer, and disposal of records.Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.Creating presentations and other management-level reports. Office Culture Building Acts as a culture builder, supporting the RD in thinking through initiatives that would strengthen the culture of the officeParticipates in the office Social and Cultural Committee (SCC) group and contributes to event planning, coordination, and identifying of themes that need to be acted onHelps manage office culture and morale and helps new staff acclimate to life with IDinsight Qualifications Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailStrong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donorsExcellent written and verbal communication skillsDemonstrated proactive approaches to problem-solving with strong decision-making capabilityEmotional maturityHighly resourceful team player, with the ability to also be extremely effective independentlyProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and satisfactionDemonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environmentA forward-looking thinker who actively seeks opportunities and proposes solutionsBachelor’s degree requiredStrong work tenure: at least three years of experience supporting C-Level Executives