Executive Assistant at AKADEMIYA2063

AKADEMIYA2063 is a pan-African non-profit research organization with headquarters in Kigali, Rwanda, and a regional office in Dakar, Senegal. Inspired by the ambitions of the African Union's Agenda 2063 and grounded in the recognition of the central importance of strong knowledge and evidence-based systems, the vision of AKADEMIYA2063 is an Africa with the expertise we need for the Africa we want. This expertise must be responsive to the continent's needs for data and analysis to ensure high-quality policy design and execution. Inclusive, evidence-informed policymaking is key to meeting the continent's development aspirations, creating wealth, and improving livelihoods. AKADEMIYA2063's overall mission is to create, across Africa and led from its headquarters in Rwanda, state-of-the-art technical capacities to support the efforts by the Member States of the African Union to achieve the key goals of Agenda 2063 of transforming national economies to boost economic growth and prosperity. Following from its vision and mission, the main goal of AKADEMIYA2063 is to help meet Africa's needs at the continental, regional, and national levels in terms of data, analytics, and mutual learning for the effective implementation of Agenda 2063 and the realization of its outcomes by a critical mass of countries. AKADEMIYA2063 strives to meet its goals through programs organized under five strategic areas: policy innovation, knowledge systems, capacity creation and deployment, operational support, data management, digital products, and technology, as well as innovative partnerships and outreach activities. For more information, visit www.akademiya2063.org.

The Executive Assistant role is pivotal in providing comprehensive administrative support to the members of the Executive Office, namely the Executive Chairperson, Managing Director, Chief Scientist, and Chief of Staff. This support involves managing information flow, orchestrating meetings, ensuring meticulous documentation, and upholding protocol procedures with the highest level of discretion.

• Manage the schedules, travel arrangements, and calendars of the Executive Office Team, skillfully prioritizing conflicting demands and resolving scheduling conflicts.
• Coordinate and facilitate meetings by scheduling, inviting participants, documenting minutes, and action plans. Respond to meeting invitations on behalf of the Executive Office promptly and effectively.
• Organize and maintain documents within the Executive Office for easy retrieval and reference. Maintain a structured database and documentation system.
• Track progress on agreed issues, follow up on deadlines and commitments, and coordinate report collection and submission as needed.
• Independently respond to a diverse range of inquiries, making informed decisions when multiple courses of action are possible. Communicate relevant actions taken by the Executive Office to concerned parties, sharing pertinent information, reports, and updates.
• Facilitate logistics, planning, and preparation for Board of Trustees meetings. Compile and organize board documents, manage travel arrangements, accommodations, and other logistics as required.
• Screen incoming communications and manage outgoing correspondence, ensuring proper signature, clearance, and follow-up actions. Adhere to the communication protocol and guidelines when interacting with partners.
• Establish and nurture contacts with executive assistants of senior government officials, development partners, embassies, and other relevant stakeholders.
• Facilitate effective communication dispatch on behalf of the Executive Office Team.
• Provide guidance and direction to the Administrative Support Team (AST), promoting synergy and coordination within the team.

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