Highly Organized Administrative Support Specialist
6 days ago
We are seeking a skilled and organized Administrative Support Specialist to provide high-quality support to our Board and Committee members.
This role will play a vital part in ensuring effective governance processes and accurate record-keeping.
Key Responsibilities:- Secretariat and Relationship Support:
- Coordinate scheduling and logistics for all Board and Committee meetings, ensuring seamless communication and preparation of necessary documents.
- Prepare and distribute agendas, meeting papers, and background materials in advance.
- Attend meetings to capture key decisions, actions, and next steps, and circulate minutes for review and approval.
- Maintain up-to-date records of Board and Committee members, including contact details and terms of service.
- Broad Governance and Regulatory Support:
- Support Board and Committee member onboarding, including orientation materials and induction sessions.
- Maintain governance documents and compliance registers, ensuring timely completion and accuracy.
- Assist with preparation of governance reports, annual meeting schedules, and Board evaluation processes.
- Coordinate secure storage and organization of governance records, ensuring easy retrieval when needed.
- Administrative Support to Senior Leaders:
- Manage calendars, schedule meetings, and coordinate travel arrangements for senior leaders.
- Assist in drafting correspondence, preparing presentations, and formatting documents.
- Support logistics for internal meetings, workshops, and events.
- Maintain organized digital and physical filing systems for administrative and governance records.
- Organizational Coordination and Process Improvement:
- Help track funder or donor reporting timelines and support collation of programmatic and financial data.
- Work across teams to ensure smooth flow of governance information and administrative updates.
- Recommend and implement process improvements to enhance efficiency in administrative, reporting, and governance support.
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