To provide high quality administrative, coordination and special project support to the Chief Executive Officer (CEO) and Executive Team, facilitating coordination acrossactivities and processes and ensuring the smooth running of the organization’sexecutive decision-making and governance bodies.
This will include taking a lead on the following specific tasks:
Coordinating Executive Team meetings, including maintaining active agenda tracking, producing accurate minutes, and pro-active follow-up.
Coordinating the meetings of Alert’s Board of Trustees, including agenda finalization, preparation of briefing packets and issue papers, minuting meetings etc.
Facilitating the Global Coordination Group (GCG, an inclusive leadership body) under the guidance of the Executive Team and designated GCG Chair.
Providing coordination and administrative support to the CEO.
Undertaking, coordinating or supporting defined special projects as agreed with
the CEO and/or Executive Team.
Support the CEO, the Board of Trustees, and the Executive Team in fulfilling their roles in governance, leadership and management of the organization
Organise and administer key governance and management meetings as
appropriate, including the timely distribution of papers to members and ensuring
meeting rooms are ready and in good order.
Organise Board meetings (including those of its sub-committees), including travel
arrangements, agenda preparation, minute taking and action tracking, under the guidance of the CEO and Chair of the Board on agendas and meeting papers, and support trustees as appropriate.
Coordinate the Executive Team, supporting the organisation, minuting and tracking of meetings and key initiatives.
Help facilitate the GCG, under the guidance of the Executive Team and designated Chair, including minuting and action tracking.
Take responsibility for financial management of the CEO’s office, including ensuring accurate allocation of costs, budget-holder authority and monitoring expenditure against approved budgets.
Manage the CEO’s calendar and travel.
Executive Team, with the agreement of the CEO and within scope of this job description.
Assist in the production of annual planning documents, including for presentation to the Board and to donors.
Compile and maintain an organisational calendar of key dates and events.
Assist with the organisation and implementation of annual global leadership and
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