Executive Associate or Officer, Directie Secretaresse

Mama Cash was the first international women's fund in the world. Today, we provide grants and support to pioneering women's, girls' and trans people's rights initiatives around the globe that challenge the root causes of injustice. Activists and donors join with Mama Cash to advance gender equality and respect for the human rights of all people.

Find out more at www.mamacash.org.

JOB SUMMARY

The Executive Associate (EA) provides executive level support to the Executive Director (ED) and the Board of Directors of Mama Cash. The planning and administrative services of the EA will ensure the ED's communications and relationships with internal and external stakeholders are timely and professional. The EA's administrative support and coordination of the Board and sub-committees, as well as of the Management Team's meetings, will produce accurate documentation for Mama Cash's on-going planning and management and strengthen communications across the organisation. While the EA reports directly to the ED, s/he is also a member of the Finance & Operations team.

ESSENTIAL JOB FUNCTIONS
Planning and administrative support to the Executive Director:

• Drafts letters and communications as requested by the ED;
• Researches and prepares presentations and documents that are relevant to the ED's office;
• Oversees the ED's agenda, calendar and workload in consultation with the ED;
• Supports the ED in managing and responding to emails (filtering emails, highlighting urgent correspondence and rerouting correspondence when appropriate), and updating database with notes;
• Screens incoming calls for the ED and responds appropriately;
• Schedules and coordinates appointments and travel itineraries, resolves travel/accommodation issues as they arise;
• Prepares and take notes and minutes for ED in certain meetings;
• Manages ED expense reimbursement and other finances as required;
• Supports the monitoring and tracking of ED and Board budgets;
• Maintains administrative systems and information management of Mama Cash executive data;
• Tracks and support the ED's engagement in social media;
• Prepares presentation materials (such as charts, PowerPoint, equipment) as requested;

• Supports the ED to undertake progress updates and performance reviews of her direct reports on an annual basis.

Administration and Liaison to the Mama Cash Board and Management Team (MT):

• Organises Board and Committee meetings including logistics (including flights, per diems, hotel, meeting space, etc.) and coordinates and prepares relevant meeting materials;
• Takes minutes during Board and committee meetings (Executive, Finance, Programme, Communications, and Governance and Nominations; Committees), producing post-meeting reports and action items;
• Keeps track of and calls attention to follow-up items from meetings and other pending issues;
• Posts relevant documents to Board intranet;
• Organises the Board nominations and elections process;
• Tracks validity of Board policies and procedures;
• Supports compliance with all legal requirements related to the Board and preparations for re-accreditation as a Dutch foundation;
• Keeps the Board intranet up to date and is responsible for updating and filing Board related documents on the intranet and within the Mama Cash archival system;
• Acts as a liaison between staff and members of the Board;
• Supports the MT in annual planning process;
• Coordinates regular MT meetings, and is responsible for planning, preparing agendas, taking minutes and keeping track of action items;
• Supports the MT in agenda planning and minute taking for all-staff meetings;
• As available supports selected projects across Mama Cash as requested by the ED, as well as support to the MT in scheduling and travel.

Other:

• Provides back-up phone coverage. Provides back-up support to the secretariat if and when necessary, for example during illness or vacation.

KNOWLEDGE, SKILLS AND ABILITIES

• Must have a commitment to women's rights and the values, goals and work of Mama Cash;
• Knowledge of executive level administration practices and systems, including working with a not-for-profit Board;
• Strong written communication and editing skills;
• Excellent interpersonal and relationship building skills;
• Excellent command of both Dutch and English (both spoken and written);
• High level of IT proficiency including social media and MS Office Suite;
• Event planning skills;
• Demonstrated problem analysis and problem solving skills;
• Demonstrated time management skills and attention to detail;
• Ability to prioritise, multi task and be flexible;
• Ability to coordinate, monitor projects, deliverables and deadlines;
• Works with trustworthiness and integrity, and has the ability to exercise discretion in dealing with confidential or sensitive matters;
• Ability to work with minimal supervision/independently.

EDUCATION AND EXPERIENCE

• H.B.O.-level education, supplemented by a secretarial degree or broad experience knowledge of secretarial functions, as well as in relevant professional areas;
• Minimum of 5 years of relevant working experience;
• Knowledge of office software, computer data processing and file management;
• Work experience in a multi-cultural team.