EXECUTIVE ASSISTANT (ADMINISTRATION)

Description

The position of Executive Assistant (EA) supports the Executive Director (ED) in achieving objectives for the actualization of the vision and mission of the organizations she is responsible for. The ED is the founder and executive director of:

1. Discovery House Montessori School
2. Disch Montessori Centre
3. Berachah Children’s Organization
4. Mindscapes Children’s Museum

She is co-founder and Thematic leader for early-childhood/primary, Education Reform and Innovation Team (ERIT); And she is on the board of trustees of the Association of Montessori Educators in Nigeria (AMEN).

These are hereinafter referred to as “the organizations”. The EA directly manages projects of the organizations’ where there is no administrator in charge, interfaces with the administrators of the other organizations, and executes the related administrative tasks of the office of the ED. These include:

1. Participating in ideation.
2. Conducting research, gathering data and analyzing information needed for strategy, planning and implementation.
3. Coordinating and managing the projects, events, processes and procedures to translate strategy to success. The word (strategy) becomes flesh.
4. Managing business services (statutory, legal and financial) necessary for organization integrity
5. Generating proposals, reports and presentations
6. Attending with or representing the ED at board meetings, conferences and workshops
7. Carrying out administrative/managerial tasks necessary for the operation of the office of the ED.

The successful candidate will be responsible for:

1. Observation
   1. Ensure the systematic collection, review and analysis of sector information/performance indicators – to identify tactics, strategies, trends, new opportunities and challenges.
   2. Regularly carry out structured/informal observations of all the organizations’ programs, events and activities, checking for excellent operations, and notifying the ED.
2. Program Planning and Development
   1. Work closely with the ED and Board in program conception, design, and capital campaigns as delegated.
   2. Interpret and administer local, state and federal government policies and administrative regulations, maintaining the integrity of our principles and practice.
   3. Participate in the development of the ED’s annual calendar
   4. Participate in professional growth activities and keep abreast of developments in the related sectors.
3. Prepared Environment
   1. Participate in setting up the digital platforms, systems and standard procedures needed for the organizations to run optimally.
   2. Take responsibility for ensuring the data integrity and data security of the organizations’ information.
4. Delivery
   1. Work with the organizations’ administrators to ensure projects, programs and events are on schedule, to standard and within budget.
   2. Represent the ED at the Discovery House Leadership Team, conveying her position and ensuring the vision and values are key factors in all decision-making.
   3. Prepare research findings, reports, proposals and presentations for the ED as needed.
   4. Manage all arising/ad-hoc executive-level tasks for the office of the ED
   5. Maintain a checklist of the organizations’ legal, financial and statutory obligations and ensure they are complied with in good time.
5. Record Keeping
   1. Ensure the organizations keep all necessary records, stored and accessible using the data platforms subscribed to by the ED.
   2. Maintain all records of the activities in your job description to aid the sustainability of the role.
6. Assessments and Reports
   1. Monitor organizations’ performance indicators and standards to provide the ED with information needed to be able to effectively identify and propose improvement strategies.
   2. Produce reports to keep the ED apprised of the status of all organization’s performance indicators, projects, progress, challenges, and opportunities.
7. Community Building
   1. Keep your finger on the pulse of the organizations to ensure the stakeholders are engaged and satisfied.
   2. Accord all the ED’s relationships the utmost respect at all times, building bridges and making connections as needed.
8. Bridge
   1. 1. Ensure all projects and programs needing intervention are attended to without delay.
      2. Participate in troubleshooting problems with culture, progress, funding and performance.
      3. Monitor interventions until the gaps are closed.

Qualification, Experience, Skills and Competencies

Acknowledge Jesus Christ as Saviour.

Ability to develop and maintain strong working relationships across a wide variety of groups

Possess high executive function skills