Key Responsibilities:
Executive
Support, Calendaring & Scheduling:
- Manage the calendar and schedules appointments
with internal and external stakeholders on behalf of the members of the
SEI team and its VP.
- Manage complex and frequently changing calendars
for the VP and SEI leadership, ensuring optimal prioritization and
alignment with organizational goals.
- Coordinate high-level internal and external
meetings, including agenda preparation, pre-briefing materials, and timely
follow-up on action items.
- Serve as a key point of contact between the VP,
SEI teams, and stakeholders, ensuring timely communication and
responsiveness.
Expense
Management, Records & Documentation:
- Prepare, process, and reconcile expense reports,
invoices, and contracts in compliance with organizational policies.
- Develop and maintain organized filing, records
management, and knowledge-sharing systems (digital and physical) to
support accessibility and efficiency.
- Track departmental budgets, payments, and
reporting deadlines as needed.
Travel & Event Coordination:
- Plan, coordinate, and manage complex
international and domestic travel itineraries for the VP and SEI teams,
ensuring efficiency and cost-effectiveness.
- Lead logistics for donor meetings, external
stakeholder visits, and in-house events, including venue selection,
agendas, hospitality, and coordination with relevant functions
(communications, fundraising, program teams).
- Troubleshoot and adapt quickly to last-minute
changes, ensuring smooth execution.
Stakeholder
Engagement & Networking:
- Cultivate strong working relationships with
internal staff, partner agencies, donors, government offices, and board
members.
- Support the VP in stakeholder engagement,
preparing talking points, presentations, and briefing notes for key
meetings.
- Ensure timely follow-up and coordination on
cross-departmental initiatives.
Governance
& Board/Donor Support:
- Support the VP in preparing materials for the
Board of Directors, donor meetings, and other governance-related
engagements.
- Track deliverables and deadlines, ensuring
accountability and follow-through on commitments.
- Coordinate communications, minutes, and reports
to ensure smooth information flow between the VP, Board, and external
partners
What You Bring:
- Bachelor’s degree in office administration,
Communications, International Relations, Secretarial work or a related
field
- Minimum of 3-5 years of progressively
responsible administrative and executive support experience supporting
C-level executives, senior leadership, or Board governance in an
international or multicultural organization.
- Demonstrated experience managing complex
calendars, travel logistics, high-level meetings, and confidential
information.
- Proven experience liaising with senior
stakeholders, such as donors, board members, government officials, or
partner organizations.
- Experience in non-profit, international
development, or donor-funded organizations strongly preferred.
- Exceptional organizational and time management
skills, with the ability to prioritize competing demands under pressure.
- Strong written and verbal communication skills;
ability to draft correspondence, reports, and presentations with accuracy
and professionalism.
- High degree of discretion, integrity, and
confidentiality in handling sensitive matters
- Advanced proficiency in Microsoft Office Suite
(Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom,
SharePoint); experience with expense reporting systems (e.g., Concur) is
an advantage.
- Strong interpersonal and relationship-building
skills with the ability to interact effectively with staff at all levels
and external stakeholders across cultures
- Independent, resourceful, and proactive problem
solver, with the ability to anticipate needs and take initiative.
How to Apply
