Job Description:   Executive Assistant to NCI Director

Purpose

To provide excellent assistance to the NCI Director including secretarial support to him and the Board, supporting operations and overseeing effective admin and communication. This person should be a dynamic individual with PA, sales and logistics experience. This role is expected to remain and evolve alongside the NCI, eventually taking up the role of Admin and Communication Manager.

Role

A full time PA to the Director and the Office Manager, responsible for a highly organized NCI, and providing full administrative support to senior management. The role will ensure communications, logistics, and documentation internally and externally, are planned and implemented seamlessly, and present the NCI as a professional and customer-centric business. This job description may change and the duties listed are not exhaustive, and such change will be made following consultation between the NCI Director and this post holder. Reports to the NCI Director.

Job Duties & Responsibilities

1. Support the Director with basic PA duties, which will include, but is not limited to managing diary, coordination of meetings, preparation of agendas, and writing minutes, emails and letters.
2. As delegated by the Director, facilitate contact with potential customers, and handle routine communication with stakeholders. Be the face of the NCI through effective informational tasks, including answering requests, and arranging customer meetings, conferences, and events.
3. Support the Director in administering NCI’s governance systems and overseeing office facilities and processes. Ensure that NCI staff have a grasp of the policies and processes.
4. Provide secretarial support to the Director in reporting to the Board and responding appropriately and timely. This includes but is not limited to preparing meeting agendas, recording meeting minutes, collating board reports and presentations, and facilitating the issuance of annual reports.
5. Liaise between senior managers, encourage effective collaboration, and maintain a dynamic and open work environment. Assist the Director to ensure that work assigned to individuals or units in the NCI is completed.
6. Supporting the Director with HR issues, which will consist of: liaising with HCST HR, coordinating workforce planning, recruitment and selection, facilitating onboarding, and staff annual appraisals.
7. Maintenance and recordkeeping of NCI documentation, both filing and digitally.
8. Support accounting and finance including invoices, purchases, office budget, and coordinating the NCI P&L sheets.

Requirements: Qualifications & Experience

1. University degree related to ICT or business, preferred but not essential.
2. 3-5 years’ experience with 1-2 years at a growing company and/or customer service-oriented role.
3. Experience as a PA, Office Manager or similar role is a plus.
4. Highly organized, excellent attention to detail, diligent and resourceful, with demonstrated problem solving.
5. Excellent planner of logistics and collaboration, ability to work under pressure and to tight deadlines, and to triage a variety of tasks in a fast-paced, dynamic environment.
6. Works independently, able to use initiative, and has excellent organizational and time management skills with ability to prioritize and take all tasks to completion. • Calm character, excellent relationship building, and interpersonal and communication skills.
7. Experienced in using technology and intermediate computer skills: MS Word, MS Excel, MS Outlook, MS PowerPoint and Google Applications.
8. Fluency in English – spoken and written.