Executive Coordinator  

Job Summary:

Performs comprehensive technical and administrative support for the Office of the Director (OD), including critical review of all documents submitted for the Center Director’s approval, such as proposals, reports, memoranda, and all other submissions.

 Key Responsibilities: 

1. Office Management: Directs and supervises daily activities and operations of the Office of the Director.
2. Operational Oversight: Oversees the planning, budgeting, and operational activities.
3. Correspondence Management: Reviews incoming documents and correspondence, determines routing and required signatures, and facilitates timely responses.
4. Meeting Management: Develops meeting agendas, records and distributes minutes, and ensures staff follow up on action items.
5. Project Management: Implements, tracks, and manages OD projects, including coordinating, participating in, and attending project/program activities.
6. Interdepartmental Liaison: Collaborates with other offices/departments/units and committees to executive and accomplish activities on behalf of the Center Director.
7. Calendar and Time Management: Manages the Center Director’s calendar and daily activities to maximize the Center Director’s effectiveness.
8. Briefing and Updates: Keeps the Center Director informed about upcoming meetings, ongoing obligations, and relevant updates.
9. Meeting Preparation: Ensures the Center Director is fully briefed and has all necessary information and documents for appointments, meetings, and deadlines.
10. Presentation Preparation: Prepares and presents materials for the Center Director’s key external and internal meetings, ensuring timely delivery and professional quality.

Required Skills:

1. Exceptional Communication (written and oral): Draft professional correspondence (letters, emails, reports, presentations); communicate effectively and diplomatically with diverse audiences, present information clearly and concisely, both verbally and in writing, facilitate effective communication within the Office of the Director and across the organization..
2. Technical and Administrative Proficiency: Demonstrated proficiency in technical and administrative tasks, e.g., record-keeping, data management, scheduling, correspondences; Proficiency in relevant software and technology (e.g., Microsoft Office Suite, project management tools, database management, video conferencing). Specify software commonly used in the organization.
3. Interpersonal and Liaison: Ability to build, liaise, coordinate, and network effectively with foreign and local officials and institutions; maintain storing professional relationships with internal and external stakeholders, diplomacy and tact in handling sensitive information and situations.
4. Office Administration: Ability to manage office budgets and resources, thorough knowledge of office administrative procedures and proficient operation of standard office equipment. This level of expertise is acquired through 5+ years of relevant experience.
5. Organizational and Analytical Skills: Strong organizational and planning, organizing, and tracking progress and ability to prioritize tasks, manage programs/projects, and meet deadlines; Demonstrated analytical and problem-solving skills, with the ability to identify problems, analyze data, and develop solutions; Detail-oriented and able to maintain accuracy in all tasks.

Education:

Bachelor's Degree in Social/Behavioral Sciences, Development Communication, Communication, Communication Research, Development Management or related field; with Master's Degree or Masters units is an advantage.

Minimum Work Experience:

Must have at least 5-7 years of relevant work experience in a comparable role. Extensive knowledge of accounting and financial principles is essential, along with familiarity with standard office procedures. Experience working in a development organization setting is preferred.