Executive Assistant at Youth Foundation for Development, Education & Leadership (YouthhubAfrica)
Reports to: Executive Director
Department: Admin/HR
Main Function
To provide high-level confidential support to the Executive Director by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.
Role Responsibilities
- Manage ED’s schedule: schedule meetings, screen for conflicts, and ensure the ED is prepared for important meetings.
- Arrange travel, prepare expense reports, and handle other administrative tasks as required to support the Executive Director
- Serve as a proxy for ED at certain weekly meetings, take notes, and keep track of ED’s action items.
- Develop and sustain a high level of professionalism among staff and community members.
- Maintain an imprest for ED\’s professional expenses.
- Take a lead on special projects as designated by the ED
- Ensure that work is carried out in accordance with Youthhubafrica\’s values, equality aims, policies, and procedures.
- Any other duties relevant to the needs of the organization and as directed.
Experience/Qualification
- Bachelor’s degree in Business Administration or a related field
- 2 to 5 years experience as Executive Assistant or similar roles. Exceptional candidates with very little work experience will be considered
- Previous work experience in an NGO in a similar role is an added advantage
Competencies/Skills
- Proficiency in Microsoft Office Suite (Excel, Powerpoint, Word) and Project management tools
- Have an exceptional ability to see ten steps ahead, anticipating and heading off issues before they become problems.
- Highly skilled at prioritizing ED’s tasks and effectively communicating changing priorities on a daily basis.
- Problem solver: Plans, strategies, and schedules change: You react quickly, are resilient, and take the initiative to find the best alternatives when these changes arise.
- Independent: self-directed and able to get the job done; ensure the ED is on track.
- Ability to carry out all the duties with complete discretion and a high regard for confidentiality.
- Proactive: you take initiative in improving processes; you’re always thinking ahead.
- Knowledge of corporate operations, with experience overseeing project timelines and implementing effective process improvements.
- Analytical Skills: Strong ability to analyze complex data.
- Project Management: Skilled in project management, with experience in coordinating cross-functional teams to ensure project alignment and efficiency.
- Communication: Excellent verbal and written communication skills, with the ability to represent the ED professionally to internal and external stakeholders.
Behavioral Qualities/Other Competences
- Be personable with strong interpersonal and oral/written communication skills; ability or willingness to learn to use various communication tools and function in an asynchronous work environment.
- Uphold a strict level of confidentiality.
- Maintain a high level of attention to detail and accuracy.
- Ability to manage multiple tasks, re-prioritize on a daily basis, and meet deadlines.
- High level of emotional intelligence in difficult circumstances with dedication to sustain performance, particularly when under pressure
- Problem-solving and decision-making aptitude
- Strong work ethics and reliability
- Be highly organized with exceptional planning skills.
- Able to work both independently and in a collaborative environment.
- Ability to track and monitor travel budget spending at the org level.
- Willingness to try new methods, apps, and/or technology.
- Take initiative in completing assignments, solving problems, and seeking solutions.
The opportunity will offer
- Competitive Salary
- Health Insurance
- Pensions Contribution
- Group Life Insurance
- Free lunch
- Personal Development Opportunity
- NSITF Compliance
NOTE: YHA is an equal opportunity and inclusive employer. As a result, we do not discriminate based on age, gender, or disabilities.
Method of Application
Interested and qualified candidates should forward their CVs and cover letter to apply@youthhubafrica.org on or before the 14th of February 2025 using EXECUTIVE ASSISTANT as the subject of the mail
