Objective

To provide direct administrative support to the Executive Director and Trustees in order to facilitate effective and efficient operations of the Trust.

• Execute secretarial duties which includes being the first point of contact with clients and stakeholders of the Trust.
• Organize and schedule appointments to provide real-time scheduling support by booking appointments and preventing conflicts.
• Plan meetings, draft agendas and take detailed minutes
• Lead in correspondence management including recording/preparation/scanning/photocopying and assembly of documents.
• Assist in the preparation and drafting of regularly scheduled reports including but not limited to Annual reports and reports to Donors and Trustees.
• Develop and maintain a filing system
• Maintain and implement office policies and procedures
• Procurement office supplies and miscellaneous
• Conduct procurement evaluations to ensure best value for money purchases.
• Submit and reconcile expense reports
• Maintain contact lists
• Provide general support to visitors
• Liaise with Executive Director to handle requests and queries
• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Support the verification of assets
• Lead in supporting the hosting of Board meeting including preparation of Board packages and communicating with Trustees.
• Assist in data management and knowledge sharing to members of the public and other stakeholders.
• Liaise with cleaners to ensure cleanliness and tidiness of work spaces
• Routinely perform a wide variety of administrative support duties.
• Any other duties assigned