*Executive Assistant at Greenpeace Africa*
About the job
Greenpeace Africa was founded in 2008 and is a part of the larger Global Greenpeace Family that was founded in 1971 and works in over 50 countries. Greenpeace’s work in Africa focuses on addressing climate emergency and protecting bio-diversity, through broad campaigns promoting sustainable fishing in the oceans, protecting forests and forest peoples’ rights, ending fossil fuel and nuclear based power, promoting renewable energy and sustainable agriculture.
Hybrid but based in one of GPAf’s locations (Cameroon, Kenya, Senegal, RSA, DRC), GPAf seeks to appoint an
EXECUTIVE ASSISTANT
The Executive Assistant will act as the primary liaison for the Executive Director (ED) with all stakeholders within the global organization and externally, including collaboration with the Senior Management Team, Senior Leadership Team, Greenpeace colleagues, and outside contacts. This role supports the ED in executing key aspects of organizational management, such as budget planning, work plan preparation, strategic development plan consolidation, program monitoring and evaluation, and the organization of internal and external meetings and conferences. Additionally, the Executive Assistant will contribute to internal communication initiatives within Greenpeace Africa and may occasionally lead and manage specific projects as assigned by the ED.
Key responsibilities of the Executive Assistant include:
- Act as the primary link between the Executive Director (ED) and internal/external stakeholders, ensuring efficient information flow and maintaining confidentiality.
- Manage the ED’s schedule, organize meetings, and handle travel logistics, including approval processes and document preparation.
- Develop and maintain a filing and information management system for the ED’s office.
- Organize and support SMT and external meetings, including logistical support, agenda preparation, and documentation.
- Arrange Board meetings, manage logistics, and prepare and distribute board materials, including taking and maintaining minutes.
- Ensure all documentation for the ED and Board is accurate and accessible, and track actions and follow-ups.
- Assist in managing and monitoring Directorate budgets, ensuring effective administration in designated areas.
- Support the ED in implementing systems for work plan and budget management and coordinate key work plans across departments.
- Organize annual and mid-term planning processes, including meetings and necessary documentation.
- Play a role in implementing communication initiatives within Greenpeace Africa.
- Lead and manage specific projects as assigned by the ED, involving collaboration across teams.
- Oversee travel arrangements for the ED and ensure all necessary approvals and preparations are completed efficiently.
The Executive Assistant must meet the following criteria:
- A university degree in Business Administration, Program Management, or a related field.
- At least 5 years of experience in a similar role.
- Strong documentation, writing, research, and presentation skills.
- Proven ability to prepare meeting minutes and reports accurately.
- Strong record-keeping and file management skills, with the ability to provide information concisely.
- Excellent written and verbal communication skills.
- Fluency in English; fluency in French is preferred.
- High attention to detail and accuracy.
- Ability to maintain a high level of confidentiality with sensitive information.
- Calm, discreet, and level-headed, especially under pressure.
- Agile and capable of multitasking effectively.
