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Position Objective
The Executive and Administrative Assistant is primarily responsible for the administration and secretary of the General Delegate and Board. S/he will also provide support to the team as appropriate. S/he reports to the General Delegate.
Specific Job Responsibilities
Redaction
· To take notes during meetings (Board meetings, Monthly Meetings, Leadership meetings, Executive meetings etc, upon needs)
· To write minutes after meetings
· To prepare documents
Organisation
· To support the General Delegate in organisation and planning activities
· To organize travel, itineraries, booking train and flight tickets directly, arranging visas, preparation of travel agenda and supporting documents;
· To organize meetings, conference registrations, maintaining and updating agenda, arranging logistic support for meetings as required
· To assist the GD in monitoring of specific projects
· To assist the GD in preparation of PPT presentation
· To prepare and edit correspondence, communications, presentations and other documents
· To receive and interact with incoming visitors
· To interact with external partners
Governance
· To support the GD in organisation of Board and General assembly meetings, including the logistics and meeting preparation.
· To organize travel, itineraries, hotel booking and all logistics of Board members.
· To record, transcribe and distribute minutes of Board meetings with the support of the Secretary of The Board
Team
· To organise Team meetings and conferences, including travels and accommodation of invited experts if necessary,
· To organize planning of meetings
· To participate to Meetings if necessary and organize minutes
· To link with the CRC19 Coalition – https://covid19crc.org/
Administration
· Filing of key document and maintenance of PANTHER Sharepoint
· Support legal counsel in administration and filing of documents (e.g., contracts, MoUs, administrative documents, etc.)
· Maintain contact database (CRM)
