Executive Assistant – Global Advocacy (Short-term Contract) 1686 views31 applications

CARE is a leading humanitarian organization dedicated to fighting poverty and social injustice with a special emphasis on women and girls. We are known everywhere for our unshakable commitment to the dignity of people. CARE partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights. CARE’s East and Central Africa (ECA) Regional Office is part of CARE International, whose vision is to seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security. The Regional Office is responsible for the oversight of CARE’s operations in the region as well as the provision of support to country offices in the region.

CARE USA Core Values Commitment

The Core Values Commitment describes who we are, what we do, and how we do it. It reflects our core values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY and EXCELLENCE, which serve as a foundation for all what we do. The Core Values Commitment articulates our shared expectations of each other including our board, staff, volunteers, interns, partners and contractors globally.

Role Profile

The Executive Assistant and Team Coordinator (EA) will provide administrative support to CARE USA’s Executive Director, Global Advocacy (EDGA). The EA role is privy to confidential information and requires diplomacy and discretion.

The EA will provide proactive support to the Global Advocacy Team Senior Leadership Team (GAT SLT), as guided by EDGA – including core department operation responsibilities. S/he will lead daily management and internal team communications; coordinate travel, event planning, and financial transactions; support information management, research, and analysis.

The EA serves as an enabler of team synergy. S/he will support GAT stakeholder engagement efforts and strategic planning processes and foster a relationship with team leads within CARE USA and the wider confederation.

The EA role will require someone who is a team player, with strong communication and analytic skill, with a focus on results and impact. This role is ideal for someone ready to be part of a team leading global advocacy across critical geographies to improve the lives of millions of people around the world. The successful candidate must be organized and excited about supporting teams to perform their best. They should be personable, detail-oriented, and able to thrive in an environment where multiple requests are made, and projects are evolving.

1. Global Advocacy Team (GAT) strategy and team support – 25%

Manage GAT schedules, research, and communication; this includes:

• Working closely with the EDGA and GAT SLT to set up monthly department meetings, strategic planning processes, documents, dashboards, and other structures that facilitate good thinking and sound execution
• Coordinating GAT retreats, team-building activities, and events
• Supporting research and analytics work to better articulate advocacy wins and bolster GAT proposal development
• Supporting the development of monthly notes from the EDGA to GAT staff and managing context, preparation, and logistics for All-Staff forums, presentations, retreats, and community-building activities
• Attending GAT SLT meetings, capturing agreed actions, and tracking follow-through

2. Manage the Executive Director, Global Advocacy (EDGA) schedule and critical engagements – 45%

Optimize the EDGA’s time to enhance the function’s impact and meaningful engagement by:

• Prioritizing appointments and meetings, scheduling internal and external meetings as requested, keeping track of key dates, and rescheduling appointments as needed
• Ensuring all meeting logistics are in place as necessary
• Meeting with the EDGA regularly to facilitate quick decisions
• Supporting collection of pre-reads for EDGA meetings
• Ensuring easy and timeless accessibility for the EDGA
• Assisting in scheduling and planning events, expense reconciliation compilation, and processing reports
• Ensuring travel and logistics are well-planned and organized

3. Proactively support the Global Advocacy Team’s (GAT) administrative operations – 30%

• Keeping EDGA organized, informed, and prepared for emerging convening or GAT deadlines, and managing invitations, GAT’s complex calendar, and team leave days
• Leading information management duties, including prioritizing emails and phone calls, gathering documents to prepare for meetings, coordinating travel, tracking items (letters, statements, documents, etc.) sent to the EDGA for approval and/or signature, and assisting EDGA in completing approvals/signatures promptly.
• Collaborating with the department’s Executive Coordinator to maintain key department documents (e.g., org charts, onboarding materials, etc.), creating, updating, and maintaining organized files.
• Efficiently responding when issues arise during travel and ensuring issues are resolved promptly. Work directly with travel vendors as needed.

Qualifications and Experience

Essential:

• Bachelor’s degree or equivalent in relevant discipline
• Tech-savvy, with advanced skills in Microsoft Office programs
• Proficient in the use of Excel for data analysis and program budgeting
• At least 4 years’ experience providing high-level executive support
• Strong written and oral communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Strong organizational, interpersonal, and coordination skills
• Exquisite attention to detail
• Desire to be part of a complex, dynamic team working with diverse groups of people

Desired:

• Experience working in a global organization supporting teams working across in different time zones
• Experience in research and analysis