Executive Assistant

Farm Radio Trust

POSITION TITLE: EXECUTIVE ASSISTANT

Farm Radio Trust invites applications from suitably qualified, highly motivated and performance driven candidates to fill the position of Executive Assistant to the Chief Executive Officer.

JOB PURPOSE: The Executive Assistant (EA) will primarily support the CEO in their day-to-day schedule and workflow, complex calendar management, coordinating logistics for both domestic and international travel, and manages special projects related to the organizational needs and priorities as requested by leadership.

DUTIES:

  1. Executive Support
  • Completes a broad variety of administrative tasks for the CEO’s office including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates, and ensures the CEO’s schedule is followed and respected and provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
  • Communicates directly on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CEO’s strategic partnership outreach initiatives.
  • Provides a bridge for smooth communication between the CEO’s office and internal departments within the organization.
  • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately and acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEOs updated.
  1. Board Support and Liaison
  • Serves as the CEO’s administrative liaison to the board of directors.
  • Assists board members with travel arrangements, lodging, and meal planning as needed during board meetings and official assignments.
  • Maintains discretion and confidentiality in relationships with all board members on all matters.
  • Adhere to procedures regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  1. Executive Management Liaison
  • Supports the Leadership Management Team including assisting in scheduling meetings and attending meetings as assigned from time to time.
  • Assists in coordinating the Leadership Management Team meetings and off-sites, and all staff meetings as assigned from time to time.
  1. Partnerships, and Outreach
  • Manages written communications to external stake holders.
  • Supports strategic partnership initiatives and networking events in the office of the CEOs in liaison with other relevant departments.
  1. Strategic Initiatives
  • Works on the Strategic Initiatives in the office of the CEO in liaison with relevant departments and staff.
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
  • Edits all and creates acknowledgement letters from the President to donors.
  1. Filing and Data Management
  • Maintain effective filing and data storage on behalf of CEO.
  • Keep and maintain CEOs filing system of projects and strategic documents.
  • Manage confidential and sensitive documentation in the CEO’s office with appropriate discretion.

REQUIREMENTS:

  • Degree in business administration, Arts or closely related qualification from reputable institution of high learning.
  • Minimum of three years’ experience in a similar or related position
  • Significant executive support experience
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Able to maintain a high level of integrity and discretion in handling confidential information.

METHOD OF APPLICATION

The application should include an up-to-date curriculum vitae, names and contact details of three traceable referees. The interested applicants should send their application to info@farmradiomw.org

The Chief Executive Officer

Farm Radio Trust

P.O Box 30081

Lilongwe

The closing date for receiving application is 10th January 2025. The CVs will be reviewed on rolling basis. Note that only shortlisted candidate will be acknowledged.