1.Completes a broad variety of administrative tasks for the Director & COO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential.
2.Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Maintain full grasp of transfer and journey times, accommodation, meetings, and other commitments during such travel.
3.Management and screening of Director and COO emails.
4.Complete travel management of Director and COO, ensuring an efficient travel experience for the Director and COO.
5.Managing requests and queries with judgment, and with regards to roles, responsibilities, activities and whereabouts of the Director and COO.
6.Communicates directly, and on behalf of the Director and COO with AHRI partners, Funders, AHRI staff, and other Stakeholders, on matters related to Director and COO ‘s institutional initiatives.
7.Researches prioritize and follow up on incoming issues and concerns addressed to the Director and COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
8.Provides a bridge for smooth communication between the Director and COO’s office and Board, Executives, and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
9.Works closely and effectively with the Director and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the Director and COO updated.
10.Provides leadership to build relationships crucial to the success of the organization and oversees a variety of special projects for the Director and COO, some of which may have organizational impact.
11.Responsible for drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Director and COO ‘s ability to effectively lead the Institute.
12.Maintain and follow up on action items resulting from Director and COO meetings matters arising pertaining to Director and COO office.
13.Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
14.Serves as the Director and COO ‘s administrative liaison to AHRI’s board of directors
15.Assists Director and COO institutional visitors with travel arrangements, lodging, and meal planning as needed.
16.Maintains discretion and confidentiality in relationships with all matters.
17.Ensure that the Director and COO office adheres to compliance with applicable national and international rules and regulations.
18.Responsible for meeting arrangements, hospitality and minuting meetings on request by Director and COO.
19.Ensure Director and COO are fully prepared and advised on matters and agenda items prior to meetings.
20.Ensure Director and COO are appropriately represented internally and externally.
21.Ensure Director and COO are updated on all internal and external matters of high importance.
22.Ensure Director and COO schedules accommodate their presence at both sites equally.
23.The incumbent will be expected to work long hours as and when required considering global time zones and deadlines.
24.Advise Director and COO on any other matters as may be required from time to time.
25.Always maintain professional behavior to reflect the AHRI brand.
26.Ensure that the Director and COO’s office runs smoothly which includes keeping supplies in stock and the facilities are clean and orderly
Senior Management Liaison
1.Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
2.Facilitates cross-divisional coordination of travel.
3.Arrange events or conferences, and to liaise closely with AHRI staff and external contractors for facilities, issuing information or invitations and coordinating speakers, internal and external guests.
4.Ensures that the Director and COO bio is kept updated and responds to requests for materials regarding the Director and COO and the organization in general.