EXECUTIVE ASSISTANT TO THE GLOBAL DIRECTOR OF MINISTRY OUTREACH

Position Type: Part time – Average of 20 hours/week

Reports To: Global Director of Ministry Outreach (GDMO)

Works With: Executive Team; International Leadership Team; International Services Team

POSITION PURPOSE:

To support the Global Director of Ministry Outreach as she provides leadership to SIM by providing excellent research, administrative and organisational support.

RESPONSIBILITIES:

SCHEDULING AND TRAVEL

GOAL: THE DIRECTOR’S DIARY, MEETINGS AND TRAVEL SCHEDULE ARE WELL MANAGED.

* Organise and oversee diary/calendar scheduling, arranging meetings and coordinating travel arrangements.

* Prepare and provide necessary documents for meetings and travels.

* Plan and coordinate meetings with other offices, Executive Team and ILT members, personnel and leaders of other mission agencies, etc.

* Debrief with the director after important meetings and travels.

COMMUNICATION

GOAL: THE DIRECTOR COMMUNICATES EFFECTIVELY TO HER IMMEDIATE TEAM MEMBERS, THE SIM COMMUNITY, AND EXTERNALLY TO OTHERS.

* Manage the director’s email correspondence, letters and phone calls, by prioritizing matters and responding to routine issues as appropriate and/or requested.

* Conduct research for reports, presentations and correspondence.

* Prepare reports and edit work as requested.

RESEARCH & DATA MANANGEMENT

GOAL: THE DIRECTOR RECEIVES ADEQUATE INFORMATION TO MAKE INFORMED DECISIONS AND STRATEGIC PLANS.

* Prepare documents for potential new ministry areas.

* Research important specific topics as requested.

* Maintain information in an organized and accessible format.

* Conduct interviews and research as guided by the director.

PROJECT PROMOTION

GOAL: PROJECTS UNDER THE LEADERSHIP OF THE DIRECTOR ARE MANAGED AND PROMOTED WELL.

* Assist the director in the packaging of projects and the communication of those projects to the appropriate offices.

* Assist in the project management of projects under the director’s leadership.

* Understand the projects system and ensure project updates and follow up with leaders who have non-compliant projects.

OTHER ADMINISTRATIVE MATTERS

GOAL: ALL ADMINISTRATIVE MATTERS RELATING TO THE DIRECTOR RUN SMOOTHLY AND EFFICIENTLY.

* Anticipates the needs and ensures they are met by involving or delegating tasks to the appropriate people.

* Assist the director in prioritizing the demands on his/her time and reminding him/her of future events or deadlines.

* Assist the director by tracking & reporting progress on work the director has delegated to others.

* Upon request, attend meetings with the director to listen, observe and take notes.

* Manage the director’s finances, including handling expense reimbursements, reconciling credit card statements and monthly financial statements of budgets.

* Liaise with other members of International Services to ensure the smooth running of all administrative matters relating to the director.

* Any other duties as requested by the director.

LOCATION

* Needs to be in a location with a similar time zone to South Africa.

* Must have easy access for international travel and a reliable internet connection.

PERSON SPECIFICATION/QUALIFICATIONS:

Essential:

* Agreement and understanding of the SIM Commitment

* University degree or equivalent

* Previous Executive Assistant or administration experience

* Leadership or project management experience helpful

* Intermediate to advanced level of Microsoft office products (Word, Excel, PowerPoint, Publisher, etc.) with excellent typing skills

* Excellent ability to communicate effectively in English, verbally and in writing with internal and external audiences

* Experience of researching information, writing articles, compiling and editing reports

* Competent ability to take notes and minutes

* Event planning experience helpful

* Adept at using social media platforms

* Ability to filter information, prioritize, work to deadlines and manage own time effectively and efficiently

* Ability to exercise discretion and diplomacy in dealing with confidential or sensitive matters

* Ability to develop and maintain good working relationships at all levels, particularly showing respect and sensitivity towards the cultural makeup of the mission

* Excellent at forward planning and anticipating needs before they arise

* Excellent organizational and administration skills

* Willingness to seek support or fund-raise for SIM

Desirable:

* Knowledge of SIM policies, principles and practices

* Cross-cultural experience

* Basic to intermediate level in a second international language

If interested or someone you know is interested or would like more information, please contact Jennifer Speer at intl.office-recruitment@sim.org by April 8, 2019.

Revision Date: March 15, 2019

SIM East Asia