Executive Assistant – The Munathara Initiative عودة إلى الفرص

About The Munathara Initiative

The Munathara Initiative is an award-winning, grassroots forum aiming to give the Arab youth a voice in debates that discuss some of the region’s most pressing political and social issues. By broadening participation through channels like our website, Facebook, Twitter and YouTube, as well as live regional debates, we are establishing an open, pan-Arab, audience-driven forum for debate on current affairs that encourages youth and marginalized communities in the region to voice their opinions.

Role of the Executive Assistant

The Executive Assistant to the Chief Executive Officer (CEO) is an administrative position that works closely with the CEO and COO to support them in their day-to-day tasks and helps execute the organization’s goals.  The Executive Assistant helps lead operational projects and supports the CEO’s work with the Munathara team. He/She may also be required to perform tasks for the COO and other members of Munathara’s leadership.

The Executive Assistant manages the CEO’s and COO’s calendars, correspondence, travel and expense reporting to ensure that they are focused on tasks that service key strategic and operational priorities for the organization. He/She leads the creation and maintenance of the Munathara database, assists in managing employee and organizational resources, drafts reports, and presentations, supports the CEO and COO with budget management and supports the financial manager as needed.

Key Responsibilities

• Manage CEO’s and COO’s scheduling, communication and travel coordination
• Prepare and manage expense reporting for CEO and COO
• Support the CEO and COO in budget management and ensure compliance to funders’ requirements and ongoing communication and reporting with the accounting firm
• Draft original and routine correspondence for the CEO’s and COO’s  signature
• Manage deliverables to the CEO and provide any necessary reporting
• Create and edit presentations, documents and reports in English and Arabic for the CEO and COO  as required
• Manage staff requests, weekly plans, and action items
• Support with management of employee resources, including email system, project management software, Quickbooks, 1Password, TechSoup, Skype and any other organizational resources as needed (such as password resets, creating new groups/channels, adding consultants, etc.)
• Research and/or procurement research for the purchase of goods or services, or for reference in presentations, speeches, or other documentation
• Provide assistance to the CEO and COO for meeting preparation and events
• Support the CEO and COO’s participation in staff meetings, departmental meetings, and Board meetings by consolidating meeting minutes and follow up action items related to such meetings
• Develop and maintain appropriate document filing systems, and ensure staff compliance with records retention procedures
• Manage the organization’s registration documents and contracts database
• Develop and assist in managing relationships with key operational contacts, both internal and external
• Create, manage and maintain the Munathara database of key contacts and the Munathara media map database.
• Ensure confidentiality at all times (this position will have access to highly confidential information)
• Other duties as assigned by the CEO and COO