• Admin


Updated: May 7, 2018


Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis


  • Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings

  • Prioritise and manage multiple projects simultaneously and follow through on issues in a timely manner

  • Lead short-term projects and initiatives as requested by the Director

  • Respect the need for confidentiality and sensitivity of information

  • Have a proven ability to exercise good judgment in recognising the scope of authority

  • Assist the Director with all other related assigned tasks.


  • Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director     

  • Chase responses to requests and emails to/from the Director

  • Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, businesslike professional appearance and a positive, cheerful attitude

  • Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner

  • Maintain and present the Executive Dashboard and other reports on a timely manner


  • Work with the Director to manage her calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries

  • Organise all other meetings to be attended by the Director, including staff lunches, coffees, and Skype calls

  • Ensures that key dates and events are highlighted to the Director ahead of time

  • Ensures that significant events are kept in front of the Director.

4. MEETINGS                            

  • Prepare materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings

  • Organise the logistics of board meetings and other key internal meetings

  • Coordinate and distribute notes at management meetings as requested

  • Type up notes of the Director as requested

  • Organise and arrange venues for all other meetings requested by the Director.


  • Maintain records of decisions and ensure action items are clearly recorded for the Director

  • Organise documents for signatures of Director and members of executive staff related to relevant projects

  • Keep accurate records and files at all times and as appropriate

  • Update and maintain database of executive key contacts


  • Coordinate travel arrangements including scheduling and purchasing tickets for Director, executive staff, board members, and key guests as directed by the Executive Director

  • Manage Director’s expense claims

  • Purchases and sends gifts for key relationships

  • Meet key guests at the airport

  • Assist with special projects and reports as required as the Director


  • Bachelors degree required

  • 3 years work experience in administrative and personal assistant roles at the executive level

  • Excellent attention to detail, accuracy and quality

  • Excellent written and verbal English communication skills

  • Ability to maintain calendars and schedule appointments

  • Ability to compose and edit written materials, translation experience is a plus

  • Ability to work easily and effectively with a wide range of people

  • Able to manage multiple projects and responsibilities at once; ability to meet deadlines

  • Ability to be flexible and exercise sound judgment

  • Ability to work flexible hours and on weekends as needed

  • Possesses time/organization/stress management skills

  • Strong commitment to INCLUDED's goals and missions

  • A responsible attitude to all aspects of the work

  • Possesses cultural awareness and sensitivity

  • Demonstrates solid work ethics

  • Proficiency with MS Office Suite especially Word, Excel and PowerPoint


  • Experience scheduling travel arrangements for management

  • Proven appreciation for good design

  • Passion and personal interest in people and providing assistance

  • Holds a positive and outgoing perspective on life

  • Experience or interest in working with migrants and/or marginalized populations is a plus

To apply this job, please send us your CV and Cover Letter to email: career@aurorareggio.com.

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