Executive Assistant at Save the Children

The Opportunity

Save the Children International is inviting applications from suitably qualified personnel to fill the position of Executive Assistant. The Executive assistant is the overall point of contact person to support the CD. S/he supports the CD and Senior Leadership Team (SLT) of Malawi Country Office with tasks such as scheduling, reviewing, prioritizing and responding of correspondences; maintains CD’s and SLT’s records; organizes and manages CD’s external and internal meetings; organizes and takes minutes of SLT meetings including tracking and reporting of progresses of actions taken by SLT members; drafts relevant documents and correspondences; works with relevant SLT/Communication teams and maintains/prepares relevant updates, data, information, report required by the CD; handles any other administrative tasks that help facilitate the work of CD and SLT members; coordinates and participates in different tasks and projects as assigned by the CD on behalf of the country director and other members of the SLT members when needed; plans and provides comprehensive professional support services to the CD. This role requires someone who can prioritize tasks and manage Senior Leaders’ expectations. S/he is expected to work under pressure and handle large amount responsibilities with ease. The role holder must be a multi-tasking, good at time management and customer services.

KEY AREAS OF ACCOUNTABILITY:

• Plans and provides comprehensive support to Country Director including Senior Leadership Team (SLT) of the Country Office
• Maintains, tracks and update progress of key priorities of the Country Director including SLT.
• Ensures the CD has all relevant documents needed for briefings and meetings, as well as managing preparation time to ensure the smooth running of high-level. This includes preparing or availing high quality communication materials, talking points etc. together with relevant SLT members and ACCM staff members
• Schedules/reviews/prioritise and manage CD’s correspondences
• Maintains CD’s and SLT’s records
• Organizes and takes minutes of SLT meetings including tracking and reporting of progresses of actions taken by SLT members. As such serve as owner of the SMT deliverables tracker, that ensures the delivery and updating of the actions on time to the CD.
• Drafts relevant documents and correspondences
• Works with relevant SLT/Communication teams and maintains/prepares relevant updates, data, information, report required by the CD
• Handles any other administrative tasks that help facilitate the work of CD
• Coordinates and participates in different tasks and projects as assigned by the CD on behalf of the country director
• Manages routine letters and general correspondences coming to the Country Director’s Office
• Liaises with all CO departments and Area Offices to ensure that adequate follow up is taken of the decisions agreed by the Country Director;
• Facilitates the planning of the Senior Management Meetings; assure the cohesion and consistency of information shared and that agreed upon actions are followed through; facilitate information flow and coordination for cross function initiatives.
• Ensures appropriate levels of confidentiality and data protection are maintained in relation to HR, SLT decisions, crisis management and Child Safeguarding matters in particular.
• Works and manages closely with the CD & SLT on the yearly calendar for the CO, which visualize the important tasks and deadlines for each department.
• Develops strong, positive relationships with all relevant stakeholders on behalf of the CD and become an informed key contact for different stakeholders.
• Coordinates and works closely with the CD on schedules of all SLT members to ensure effective coordination and business continuity
• Handles administrative routines of the Country Director’s office.
• Makes appointments and schedules meetings with the Country Director and updates the Country Director’s calendar, and assists in the preparation of presentation to donors, members and others visits
• Makes travel arrangements and the required logistical arrangement for the Country Director and SLT Members;
• Compiles meetings\workshops documentation and provides background documents for the Country Director
• Performs other related tasks as required.

In order to be successful you will bring/have:

• Bachelor degree in management; Office Management and Secretarial Science; related fields of Social Sciences.
• 5 years’ relevant experience of which at least 2 years as an executive assistant or equivalent role.
• Sound knowledge, skills and experience in using office technological equipment including computers related applications.
• Good experience in planning, coordinating and implementing office activities.
• Excellent oral and written English language skills
• Strong interpersonal skill and competencies
• Good knowledge and experience in general administration
• Very good skill in writing high quality documents such as minutes, reports, updates speeches etc.
• Ability and willing to work under pressure and handle large amount responsibilities with ease.
• Multi-tasking ability and apply good time management and customer services expertise.

Location: Lilongwe

The Organisation

We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

• No child dies from preventable causes before their 5^th birthday
• All children learn from a quality basic education and that,
• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children.  We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at www.savethechildren.net/careers

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.