Executive Assistant

ABOUT US

Marie Stopes International (MSI) is a global social business providing personalised, high quality, affordable contraception and safe abortion services to women and girls. MSI has 13,000 team members working in 37 countries to deliver our mission: children by choice, not chance. Marie Stopes Sierra Leone (MSSL) is a founding member of the MSI Partnership, operating in Sierra Leone for 30 years and becoming the largest non-governmental provider of family planning (FP) and sexual & reproductive health (SRH) services in the country. MSSL delivers services in every district of Sierra Leone through its outreach, centres/clinics and social marketing channels.

THE ROLE/FUNCTION

The Executive Assistant will provide high-level administrative support to the Country Director and Senior Management Team (SMT) to ensure the smooth and efficient running of Marie Stopes Sierra Leone's strategic operations. The role involves managing complex schedules, handling confidential information, and serving as a communication liaison between the Country Director, SMT, and internal and external stakeholders.

The position requires a proactive, detail-oriented, and highly organized individual with exceptional multitasking skills, capable of managing competing priorities in a fast-paced environment.

KEY RESPONSIBILITIES

1. Administrative Support to the Country Director

• Manage the Country Director's daily calendar, scheduling appointments, meetings, and travel arrangements.
• Prepare, review, and distribute correspondence, reports, presentations, and other documentation as directed.
• Coordinate and follow up on action items discussed in meetings to ensure timely execution.
• Act as the primary point of contact for internal and external communications directed to the Country Director, handling inquiries with discretion and professionalism.

2. Meeting Coordination and Documentation

• Organize and coordinate meetings, including SMT meetings, board meetings, and strategic planning sessions.
• Prepare agendas, take detailed meeting minutes, and track action points for follow-up.
• Ensure all materials and resources needed for meetings are prepared and available in advance.

3. Liaison and Communication

• Serve as the central communication link between the Country Director, SMT, and key stakeholders, both internal and external.
• Draft and manage official correspondence on behalf of the Country Director.
• Maintain confidentiality of sensitive and proprietary information.

4. Travel & Event Management

• Arrange complex travel itineraries, including flights, accommodations, and ground transportation for the Country Director and visiting dignitaries.
• Organize high-level events, workshops, and conferences as needed.
• Manage expense reporting, including compiling and submitting travel and operational expense claims.

5. Operational Efficiency and Coordination

• Monitor deadlines and provide reminders to the Country Director to ensure priorities are met.
• Develop and implement systems to enhance organizational efficiency, including maintaining and organizing digital and physical records.
• Support special projects and initiatives as delegated by the Country Director.

6. Office Support and Team Collaboration

• Collaborate with other administrative staff to ensure a smooth flow of operations across departments.
• Assist with onboarding processes for senior staff and visitors.
• Perform other administrative tasks as required to support the Corporate Services Directorate.