Assistant to CEO
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The Assistant to CEOis a very capable individual who basically engages in everything that the CEO does and therefore needs to have all the knowledge skills that the CEO has, even in smaller degrees. This role is key to the smooth operation of the organisation. It could be held by multiple people, but ideally should be a single person.
Full- vs Part time
Can be either as full-time, or part-time or as volunteers.
. One or more people may have this role either as full-time or part time. The related tasks are described below grouped in different categories:
- Ensure the smooth running of daily operations;
- Attend meetings, take minutes and notes;
- Filing documents, organizing and keeping an updated filing system;
- Devise and maintain office systems;
- Book and organize facilities for conferences, activities and meetings;
- Ensure that all offices and all common spaces are in order and as they are supposed to be;
- Ensure that furniture, chairs, equipment and framed images on the walls remain in place as they have been originally placed;
- Organize and store paperwork, documents and computer based information;
- Order and maintain kitchen, cleaning and bathroom/toilet materials
- Handling incoming calls, taking and distributing messages;
- Sort and distribute incoming post, organize and send outgoing post;
- Keep the organizational calendar up to date;
- Liaison with all units and external contacts.
Tasks Specific to supporting the Humanitarian Affairs Unit
- Assisting lawyers in taking personal data of new clients;
- Research on an as needed basis.
- Follow, ensure, and communicate organizational policies, procedures and office rules to all associates;
- Training and briefing new associates;
- Assist associates with grant applications;
- Coordinate with the Financial Controller in the organizations daily expenditures and budgets, as well as the acquisition of third party services
- Invoicing;
- Order and maintain stationary and equipment supplies.
The following people have served this role:
