Position: Executive Assistant
Official Work Station: Quezon City
Deadline of Application: August 15, 2024
About the Post
Under the Executive Director’s (ED) direction, the Executive Assistant (EA) performs administrative duties requiring initiative, independence, and confidentiality in areas of office management and all areas of operations. The EA is expected to provide high-level administrative support to the ED and the GRF Programs by gathering data, preparing summary reports, and handling information requests.
Duties and Responsibilities
Specific duties and responsibilities:
- Coordinates with the Senior Program Officer on the schedules and necessary administrative support specifically travel documents and liquidation of cash advances needed by the Executive Director;
- Keeps ED’s schedule to the GRF personnel and coordinates with the administrative staff on the ED’s related travels and meeting requirements including liquidation reports;
- Schedules and coordinates regular staff meetings and correspondingly prepares post-activity reports or minutes ;
- Manages correspondence, communications, and other documents required by the Executive Director;
- Performs relevant research as support to the Executive Director’s presentations and reports;
- Assists in the accreditation and other compliance requirements of the organization to external partners and other regulatory government agencies;
- Collaborates with the Senior Program Officer in organizing meetings and in the preparation of invitation letters, notices, agenda, and other materials;
- Supports the Executive Office’s administrative and logistical needs in coordination with the administrative unit of the organization;
- Coordinates with the Knowledge Management Manager in archiving all foundation-related records, reports, presentations, collated materials, and other significant documents;
- Maintains a directory of networks, files correspondence, minutes of meetings, and other materials needed by the ED and establishes a system for easy retrieval, when needed;
- Performs other tasks as required by the Executive Director.
Minimum Qualifications
- Bachelor’s Degree in Business, Social Sciences, or any related field;
- Fresh graduates are welcome to apply;
- Excellent understanding of social development issues in the Philippines;
- Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Proven record in delivering timely and high-quality outputs;
- Excellent written and spoken communication skills;
- Well-developed interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners and donors;
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team player, with the ability to also be effective independently; and
- Proven ability to handle confidential information with maturity and discretion.
Submission Instructions
Interested applicants should send their Curriculum Vitae and a cover letter highlighting relevant experiences. Include a list of three references with contact information. Only short-listed applicants will be contacted by GRF.
Send applications via email to: [email protected].
The deadline for applications is at 5:00 PM, August 15, 2024.
Email subject format: [Position applied for]_[Lastname, Firstname]