Job Summary

The Executive Assistant to the Country Director provides professional-level administrative, operational and policy services and provides direct administrative assistance to the Country Director, which may involve highly sensitive and/or confidential matters using independent judgment, tact and discretion for successful performance of the work, as responsibilities may include resolution of internal management, policy and operational problems. 

Job Requirements

Key Responsibilities

•  Manages Country Director and Deputy Country Director Calendars. Keeps calendars up-to-date to accurately reflect future and history. Assists with workflow and organization of the CD/DCD office.
• Screens CD/DCD incoming calls and departmental call overflow, responding independently as needed
• Prepares and maintains records such as agendas, notices, and reports. Maintains correspondence files from other departments and from outside sources. Composes and prepares confidential correspondence, reports, and other confidential documents
• Handles scheduling of the Daily Devotions Calendar in conjunction with the Director of Ministry or Chaplain responsible for same.
• Assists with administrative tasks and special projects to support senior managers if approved by the CD and as time allows
•  Informs CD/DCD of pending issues and pertinent correspondence, both inter- or intra-departmentally, especially while traveling. Handles issues and follow-up as directed in appropriate and timely manner.
•  Prepares outgoing mail, faxes, and orders supplies as required. Opens and routes incoming mail for department. Prepares memoranda and administrative communications to managers and employees as needed. 
• Relieves the CD/DCD of day-to-day administrative detail; coordinates the flow of information to the Director's office as required for policy and operational decisions.
• Assists in analyzing budget reports, notifying the CD/DCD of any concerns or issues. Also assists in yearly budget preparations.
• Makes preparations for meetings, schedules events with Facilities, handles follow-up. Arranges after meetings scheduling of meeting rooms and training center.
• Acts as contact person for other departments. Responsible for tracking follow-through and ensuring follow-up with departments as needed.
• Researches and coordinates special projects as requested by CD/DCD.
• Follows policies and procedures of Samaritan’s Purse as set forth in the Policy Manual.
• conduct research, collect and analyze data to prepare reports and documents
• Act as the point of contact among executives, employees, clients and other external partners
• Prepares a variety of correspondence, periodic and special reports, informational publications, policies, procedures and other written materials; maintains accurate records and files related to work performed.
• Assists with expatriate Visa processing if requested (drafting memoranda, submitting letters, etc)
• Attends daily morning devotions and participates in prayer support for the ministry, its donors and volunteers. 
• Maintains a strong Christian witness to colleagues, vendors, charitable beneficiaries, and the general public.
• Operates a variety of standard office equipment
•  Other duties and responsibilities as assigned by the immediate supervisor

Education / Experience Needed

Minimum of Bachelor’s degree (B. A.) and five to seven years’ relevant experience; or equivalent combination of education and experience.

Skills Required:

• Strong interpersonal skills and the ability to build relationships with including staff, external partners and donors.
• Previous experience working as an Executive level assistant strongly preferred
• Proficiency in Windows, including MS Word, EXCEL PowerPoint and outlook calendar management;
• Outstanding organizational and time management skills
• Discretion and confidentiality
• Ability to work independently and with professional discretion.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Excellent management, time-management, and problem-solving skills.

Language

·      Fluency in English and Amharic (spoken and written required)

·      Exceptional written and spoken English language skills required

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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How to Apply

Interested applicants can send ONLY updated CV and application letter to hrspe@samaritan.org no later than October 1 4  , 2020. Please write the position title you are applying for in the email subject line, 'Executive Assistance'.