About the Job:
Village Enterprise’s mission is to end extreme poverty in rural Africa through Innovation , Entrepreneurship and Collective Action. To date, Village Enterprise has impacted the lives of over one million people living in extreme poverty in East Africa. Village Enterprise’s strategy focuses on ‘scale and impact,’ and the organization has ambitious goals in both areas.
The Executive Assistant / Office Manager will join a passionate and dedicated team. She/he will provide critical support to our CEO as her executive assistant and serve as the Office Manager for the US based Development team. The ideal candidate will be an excellent writer and communicator, extremely organized, and a meticulous planner. S/he will enjoy working individually as well as collaboratively as part of a team. At Village Enterprise a passion for our mission is a must, as is a willingness to learn, the ability to work in a fast-paced environment and think critically.
CEO Assistance (50%):
- Schedule, manage logistics and prepare meeting materials, presentations, and agendas for the CEO and Board Chair
- Manage and communicate the CEO’s schedule and travel
- Schedule, manage logistics and prepare materials for Board and Board Committee meetings (Finance, Governance/HR, Operations, and Development and Scaling committees)
- Attend Board and Board Committee meetings to take minutes
- Support planning and outreach for conference attendance and communications with partners
- Track and record CEO meetings with key partners and funders in Salesforce
- Other duties as assigned
Development Administration (30%):
- Support Director of Development and Marketing and Chief Development Officer with administrative and logistical support as needed
- Process all incoming gifts: collect checks from mail daily; process donations weekly (checks and Facebook) or monthly (credit cards, Classy and other platforms); process matching gifts, generate and send donation receipts weekly; manage personal thank you notes to specific donors and send with receipts
- Manage administration of donor communication mailings throughout the year, including end of year appeals, donor reports, campaign mailings, event invitations, etc.
- Maintain Salesforce database with accurate donor and gift information. Conduct research and maintain data quality of organizations and organization contacts with direction from Chief Development Officer and Senior Institutional Partnerships Manager
- Run monthly and quarterly reports from Salesforce for development department and Board development committee and conduct monthly reconciliations between Salesforce and NetSuite
- Manage vendor relationships/prospecting for various development-related platforms and tools
- Manage the planning and execution of donor events and activities in conjunction with Development Manager
- Assist with planning and coordination of donor Vision Trips
- Coordinate logistics for East African staff fundraising visits to US
- Assist with other Development Department projects as needed
Office Management (20%):
- Complete routine office admin tasks such as answering phones, collecting mail, monitoring and organizing office supplies
- Maintain an inventory of office equipment and keep the US office space, furniture and storage space organized
- Develop and manage the annual US operations budget
- Administrate the use of Village Enterprise credit cards
- Maintain organizational systems, including Google Suite, Wrike, BambooHR and Box. Work with the Systems Design Manager to support system improvements
- Initiate and develop agendas for regular staff meeting calls and other field operations calls
- Manage info@ email account daily, respond and forward messages as appropriate
- Serve as Secretary for VE Capital Connector and VE Impact Bond
- Coordinate staff and Board travel to East Africa and key meetings
- Assist with people & culture administration for US based teams , such as onboarding , employee medical insurance and simple IRA plans
- Print and distribute checks once they are generated in the accounting system
Qualifications:
Required
- Demonstrated interest or background in international development issues
- Flexibility and ability to adapt as part of a rapidly-growing team in a fast-paced organization
- Superb attention to detail, sense of organization, and demonstrable skill for system and process management
- Excellent written and verbal communications skills
- Ability to work independently, as well as collaboratively across departments, cultures, and time zones
- Ability to manage multiple projects simultaneously and produce high-quality work in a deadline-driven environment
- English language proficiency
- Proficiency in Microsoft Word, PowerPoint, and Excel, and a willingness to learn additional software such as Salesforce, Box, Wrike and others
- Legal authorization to work in the US
Not Required, But A Plus
- 1-3 years of experience working as an Executive Assistant or a position with similar responsibilities
- Familiarity with Salesforce or similar donor management software
- Understanding of and experience working in global team
- Familiarity with working in a nonprofit context