Acts as the first contact point for all matters concerning the DG office and responds to internal and external inquiries as appropriate ensuring that appropriate follow-up actions take place.
Provides secretarial and administrative support, coordination, and oversight to the Director General’s Office (DGO), setting work priorities and ensuring deadlines are met, including drafting/editing correspondence, letters, reports, agendas, meeting notes action points, etc.
Manages the DG’s daily schedule and office task list.
Arranges DG’s meetings, ensuring agenda and documentation are made available and distributed in a timely manner.
Ensures the highest level of discretion, judgment, and diplomacy in providing a wide range of executive assistant support; sets priorities; manages the workflow in an efficient and organized manner.
Arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings.
Manage travel arrangements for the Office of the DG, including complex travel itineraries, visas, hotel bookings and expenses.
Provides administrative support to the Directors’ Leadership Team as required and ensure timely follow-up of action points.
Makes logistical arrangements for internal and external meetings convened by the DG or his/her assignee.
Drafts letters and memoranda for final approval and signature by the DG.
Communicates, on behalf of the DG with Board members, donors, and others, on matters related to DG's programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the DG, including those of a sensitive or confidential nature.,
Liaise between the DG office in HQ and the CAC office.
Works collaboratively, builds and maintains positive relationships with all members of staff, and contacts within and outside the Center.
Works closely and effectively with the DG to keep her well-informed of upcoming commitments and responsibilities.
Manages a variety of special projects for the DG, some of which may have organizational impact.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Qualifications and Experience:
Undergraduate degree with at least seven years of relevant administrative experience, of which at least five years should be in Executive Assistant positions, preferably in an international non-profit organization.
High degree of Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
Excellence in communication (written and spoken) in English and Arabic.
Arabic reading and writing skills (native level) are mandatory.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details.
Excellent interpersonal skills, flexibility, and ability to work in a team-oriented multi-cultural environment, with staff at all levels as well as stakeholders, including board members, external partners, donors, etc..
Demonstrates proactive approaches to problem-solving with strong decision-making capability Emotional maturity.
Ability to function under time pressure and to handle multiple tasks in a fast-paced environment of changing priorities.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Demonstrates ownership and accountability for results.
Flexibility and willingness to work long hours, and on occasional weekends when necessary
