Executive Assistant to the President/Board Secretary

The Organization

IFDC is an independent non-profit organization that combines innovative research, market systems development, and strategic partnerships to identify and scale sustainable soil solutions for improved food security and livelihoods around the world.

Position Summary

Reporting to the President and CEO, the Executive Assistant to the President/CEO provides executive, administrative, and development support to the President/CEO and Board of Directors, as well as limited support and coordination of the Global Management Team (GMT). The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President/CEO. The Executive Assistant serves as a liaison to the Board of Directors and GMT; organizes and coordinates executive outreach and external relations efforts; and may oversee special projects.

 

Duties and Responsibilities as Executive Assistant to President/CEO

  1. Assists the President/CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence, responds independently to correspondence and e-mails as and when appropriate; arranges detailed travel plans, completes expense reports; itineraries and agendas and compiles documents for meetings.
  2. Communicates with the general staff on the President/CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the GMT, and Board of Directors.
  3. Communicates directly and on behalf of the President/CEO with Board members, donors, and others on matters related to IFDC’s operation and programmatic initiatives as directed.
  4. Conducts online research in preparation of meetings with outside organizations and individuals and preparing background information for the President /CEO in preparation for meetings and phone calls. Assembles materials as needed and requested by the President/CEO.
  5. Reviews, edits and drafts letters, memos, reports, and minutes and offers suggestions for internal and external communications in support of the President/CEO.
  6. Supports the President/CEO in external commitments related to IFDC’s business, Board memberships or other memberships of other organizations.
  7. Supports logistics for executive onsite and offsite meetings. Coordinates and handles programs, events, meetings, or conferences. Arranges facilities, transportation, vendors, and caterers. Issues information or invitations, coordinates participants and controls event budgets.
  8. Identifies and informs the President/CEO of persistent organizational and personnel issues as needed.
  9. Maintains absolute confidentiality of information the Executive Assistant has access to.

 

Duties and Responsibilities as Secretary of the Board of Directors.

  1. Serves as the Secretary to the Board of Directors and manages Board activities, which include supporting the Board Chair, coordinating and providing logistics for virtual and in-person Board meetings; liaises with the Board Chair and the President/CEO to set meeting dates, drafts meeting agendas, takes minutes of Board and certain Committee meetings, coordinates logistics for Board dinners.
  2. Assures that staff provides Board meeting information and presentations in a timely manner and assures that such information is posted at the Board portal.
  3. Coordinates Board orientations; arranges hotel accommodations, coordinates travel arrangements for Board members and processes per-diem payments and travel reimbursements.
  4. Maintains and updates the Board portal. Assures that all Board information is confidential. Maintains and keeps files, minutes and Board member contact information updated.
  5. Supports the Nomination Committee by researching backgrounds of potential Board members for the Nomination Committee.
  6. Coordinates Executive, Nomination and Audit & Risk Committees and provides necessary support. Makes sure that minutes from the Research & Program - and from the Finance Committees are finalized and made available to Board members.

 

Liaison with Global Management Team

  1. Participates as an adjunct member of the GMT.
  2. Assists in coordinating the agenda, requests input and takes minutes of the GMT as and if necessary.
  3. Keeps track of and follows up on assigned action items.
  4. Supports the planning, coordination, and development of meeting agenda for strategic GMT meetings. Provides logistic support as required.
  5. Represents the President in designated meetings as required.

 

Accountabilities

The position reports to the President/CEO and works directly with the Board Chair and Board members. Liaises with GMT members and other senior level staff.

 

Experience & Education:

Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.

Five to ten years providing support for upper-level management in a related organization (i.e., NGO or Public International Organization, private industry, social sciences function, or public health sector).

Previous experience working with research and development organizations is desirable.

 

Skills & Abilities:

  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Excellent management, time-management, and problem-solving skills. Ability to multitask and work under pressure.
  • Ability to establish priorities to meet deadlines.
  • Proficiency in Microsoft Products (Office 365, SharePoint, Outlook, Word, PowerPoint, Excel, Teams)
  • Ability to learn new software such as NetSuite, EverSign, Doodle polls and Director’s Desk board portal.
  • Ability to conduct online research and present data in a succinct and well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, and organizational skills.
  • Ability to work and professionally interact with a broad range of people (Staff, Board members, donors and others)
  • Knowledge of French is an asset.

 

Working Conditions/Other Data:

Due to the confidentiality of the work, the functions of this position should be performed in a private office location.

Occasional international travel may be required.

Apply at: https://jobs.silkroad.com/IFDC/Careers/jobs/814