Position Purpose/ Summary
Provide administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, arranging travels, scheduling meetings, and taking minutes.

Main Duties & Responsibilities

1. Calendar Management: Manage the President and CEO's complex schedule, including coordinating appointments, meetings, and travel arrangements. Prioritize and schedule meetings based on Adroit Associates’ strategic priorities and deadlines.

2. Communication: Act as the primary point of contact for the President and CEO, screening and managing incoming calls, emails, and correspondence. Prepare draft responses and communications on behalf of the President and CEO. Prepare and format internal and external communication - reports, memos, letters, emails, presentations, and other documents, using word processing, spreadsheet, database, or presentation software.

3. Meeting Coordination: Plan, organize, and coordinate all meetings attended by the President and CEO. This includes scheduling, sending reminders, and follow-up meeting decisions when necessary, preparing meeting agendas and minutes, and distributing relevant documents to Adroit Associates Board Members, ELT, EMT, and external parties.

4. Information Management: Maintain an organized filing system for documents and information related to the President and CEO. Ensure easy access to relevant information when needed.

5. Travel Arrangements: Arrange domestic and international travel for the President and CEO, including booking flights, accommodation, and ground transportation. Prepare travel itineraries and provide necessary travel documents when required.

6. Strategic Support: Assist the President and CEO in preparing presentations, reports, and briefings for board meetings, senior leadership meetings, and other high-level engagements.

7. Program and Operation Support: Collaborate with the President and CEO on various Program, administration, HR, and financial aspects, providing research, analysis, and program and Operation management support as needed. Plan and orchestrate work to ensure that presidents' and CEOs’ priorities are met, organizational goals are achieved, and best practices are upheld.

8. Event Coordination: Assist in planning and coordinating company events, conferences, and workshops involving the President’s and CEO's participation when needed.

9. Financial Support: Collaborate with the finance team to manage the President’s and CEO's expense reports, reimbursements, and budget tracking.

10. Confidentiality: Handle sensitive and confidential information with utmost discretion and professionalism.

11. Relationship Management: Build and maintain positive working relationships with internal and external stakeholders, representing the President and CEO professionally at all times.

12. Coordination with ELT: Work closely with the Executive Leadership Team (ELT) and other senior leaders to ensure alignment and effective communication.

13. In addition to the aforementioned tasks, there may be other duties and responsibilities to fulfill.

Key Selection Criteria

Education:
• At least a Diploma from an accredited Institute in a related field, such as journalism, public speaking, public administration, or business administration.

Experience:
• Four or more years of experience in an administrative role reporting directly to upper management.
• Experience in developing internal processes and filing systems.

Skills and Personal Attributes:
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain the confidentiality of information related to the company and its employees.
• Commitment to Adroit Associates’ mission and values.

Adroit Associates Values
In this position, you are expected to demonstrate Adroit Associates’ values:

• Passion for Positive Change: We place the lives of communities at the forefront of all our work. We believe transformation is possible and approach each project with enthusiasm and a passion for positive change.

• Commitment to Quality: We are rigorous, robust, and evidence-based in the work we undertake. We plan and then control for quality and do all that it takes to achieve the high standards we expect of ourselves and those we serve.

• Upholding Integrity: We abide by the highest professional and ethical principles in everything we do. We take complete ownership of and provide accountability for our work.

• Continuous Learning and Adaptability: We strive to be the best at what we do by maintaining an internal culture of critical thinking, openly sharing our successes and failures, and engaging in reflection and learning.