Executive Assistant

The Global Forum for Media Development (GFMD) is looking for a highly motivated Executive Assistant to provide administrative support to our Executive Management. 

Key Responsibilities:

• Manage a comprehensive project management system for the Executive Director and Deputy Director’s work.
• Ensure daily and long-term priorities are tracked, organised, and prioritised effectively.
• Facilitate strong two-way communication, ensuring a seamless flow of information.
• Inbox management: Collaborate with the Executive Director and Deputy Director to triage their inboxes effectively. Delegate or take ownership of specific inbox tasks and develop a daily inbox management plan. Draft emails and work documents on behalf of the Executive Director and Deputy Director.
• Assist in managing relationships with external stakeholders, including funders, partner organisations, institutional leaders, and media.
• Support the Executive Director and Deputy Director in fostering positive and productive external connections.
• Calendar management: Help prioritise and triage the time commitments of the Executive Director and Deputy Director.Maintain and organise calendars to optimise efficiency and ensure alignment with organisational goals.
• Keep the Executive Director and Deputy Director focused on top priorities. Continuously evaluate and reassess priorities related to opportunities, relationships, and projects.
• Conduct and coordinate research on strategic areas as needed by the Executive Director and Deputy Director. Provide synthesised information to support informed decision-making.
• When and if needed manage social media.

Qualifications and Requirements:

• 2-5 years’ proven experience as an executive assistant or in a similar role.
• Strong organisational and multitasking skills.
• Excellent communication and interpersonal abilities. Proficient in spoken and written English. Knowledge of French, Arabic or Spanish is an asset.
• Proficient in project management tools and office software (incl. Google Workspace and Microsoft Office (Excel, Word, PowerPoint))
• Ability to maintain confidentiality and handle sensitive information.
• Proactive problem-solving skills and a high level of attention to detail.

Desirable:

• Prior experience working in an NGO setting.

Contract Details:

• Type: Consultancy Contract (with a trial period of 6 months)
• Time commitment: initially 3 days/week or half time with a prospect of a full time engagement in 2025
• Salary: Competitive, commensurate with experience
• Work environment: Stimulating and international
• Leave entitlement: 20 legal holidays, 5 complementary days per annum (in addition to public holidays)

To apply, please submit your resume, a cover letter, and references to Biba Klomp –  bklomp@gfmd.info GFMD Director of Operations, by 15 December 2023. Include “Executive Assistant Application” in the subject line.

GFMD is an equal opportunity employer. We encourage candidates from all backgrounds to apply.