Executive Secretary to the Executive Director

The Alliance for Financial Inclusion (AFI) is the world’s leading organization on financial inclusion policy and regulation comprising central banks, ministries of finance and other financial regulators from developing and emerging countries. The member institutions are working together to increase access to appropriate financial services for marginalized people. At present, the AFI network consists of 113 member institutions representing 93 countries. AFI was formally constituted as an independent International Organization under Malaysian Law in January 2016. AFI day to day operations are managed by a Management Unit that is head quartered in Kuala Lumpur, Malaysia.

 

Main Duties & Responsibilities


AFI is seeking an Executive Secretary to the Executive Director of AFI, who will be responsible for providing support to the Executive Director.  On behalf of the Executive Director, the Executive Secretary will communicate with stakeholders, inside and outside the organization, will manage busy schedules, and will complete complex administrative tasks. 


An ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks. This person must be exceedingly well organized, highly flexible and enjoy challenges. This role is challenging but will provide a wide variety of experiences. 


The Executive Director highly values proactiveness and is looking for someone eager to learn and take on ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy both engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of integrity and confidentiality towards work are essential. With the Executive Director working most of his time with different time zones either out of Malaysia or while traveling, the Executive Secretary will provides flexible secretarial and management support. 

His/her responsibilities will include but are not limited to the following:


  1. GENERAL
  • Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis.
  • Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and officers, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings.
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
  • Lead short-term projects and initiatives as requested by the Executive Director
  • Respect the need for confidentiality and sensitivity of information
  • Have a proven ability to exercise good judgment in recognizing the scope of authority
  • Assist the Executive Director with all other related assigned tasks
  • Assist other Heads of Department, as delegated by the Executive Director
  • Travel with ED in specific cases, depending on demand (e.g. in cases of absence of the Executive Assistant

     

    2. COMMUNICATIONS

  • Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director    
  • Chase responses to requests and emails to/from the Executive Director
  • Greet visitors graciously and in a professional manner, create a good personal image through a professional appearance and a positive, cheerful attitude
  • Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
  • Maintain and present the dashboards and other reports on a timely manner

 

       3. SCHEDULING

  • Work with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries 
  • Organize all other meetings to be attended by the Executive Director, including staff meetings, coffee sessions, and Skype calls
  • Ensures that key dates and events are highlighted to the Executive Director ahead of time
  • Ensures that birthdays and other significant events are kept in front of the Executive Director

           

      4. MEETINGS                           

  • Prepare materials, packets and presentations for Executive Director’s meetings, Executive Team and Management Team meetings, off-sites, and all-staff meetings 
  • Organize the logistics of board meetings and other key internal meetings
  • Coordinate and distribute notes at management meetings as requested
  • Type up notes of the Executive Director as requested
  • Organize and arrange venues for all other meetings requested by the Executive Director 

 

       5. RECORDS AND DOCUMENTATION

  • Maintain records of decisions and ensure action items are clearly recorded for the Executive Director
  • Organize documents for signatures of Executive Director and members of executive staff related to relevant projects
  • Keep accurate records and files at all times and as appropriate
  • Update and maintain database of executive key contacts
  • Manage tools for supervision of ongoing activities together with the Special Assistant to the ED (e.g. communication calendar, events with AFI participation, etc.)

 

      6. TRAVEL ADMINISTRATION 

  • Coordinate travel arrangements including scheduling and purchasing tickets for Executive Director, board members, and key guests as directed by the Executive Director.
  • To assist in visa application, visa request forms, invitation letters,verfification letters, complete travel forms, manages the approval process,
  • booking complicated flights and accommodation for the Executive Director and
  • arrange local transportation when necessary 
  • Produce and circulate travel reports to ED highlighting anomalies, trends and opportunities to address issues and reduce spend.
  • Ensure  frequent and comprehensive travel information is presented to keep ED aware and informed of any travel news and/or changes.

 

     7. ADDITIONAL ASSIGNMENTS

  • Conduct searches to find needed information, using such sources as the Internet
  • Manage Executive Director’s expense claims 
  • Purchases and sends gifts for key relationships
  • Meet key guests at the airport
  • Monitor working hours and scheduled absences such as holidays, annual leave, flexi day, sick leave, compassionate leave and maintain a calendar of staff attendance for AFI or external events, to be shared with the ED and HR when requested.
  • Assist with special projects and reports as required by the Executive Director
  • Monitor, track and record GPF sponsorship.
  • Support AFI Event Management in specific cases defined by the ED in consultation with the Management Team


QUALIFICATIONS & EXPERIENCE

ESSENTIAL REQUIREMENTS

  • Bachelor’s degree required. Minimum qualifications accepted is a Diploma. 
  • Minimum 5 years’ work experience in administrative and personal assistant roles at the  executive level. 
  • Excellent attention to detail, accuracy and quality
  • Excellent written and verbal English communication skills
  • Ability to maintain calendars and schedule appointments
  • Ability to compose and edit written materials, translation experience is a plus.
  • Ability to work easily and effectively with a wide range of people
  • Able to manage multiple projects and responsibilities at once; ability to meet deadlines
  • Ability to be flexible and exercise sound judgment
  • Ability to work flexible hours and on weekends as needed
  • Possesses time/organization/stress management skills
  • Strong commitment to AFI’s mission and values 
  • A responsible attitude to all aspects of the work
  • Hospitable towards guests and staff alike
  • Possesses cultural awareness and sensitivity
  • Demonstrates solid work ethics
  • Proficiency with MS Office Suite especially Word, Excel and PowerPoint
  •  

    DESIRABLE QUALITIES

    • Experience scheduling travel arrangements for management, including visa application.
    • Passion and personal interest in people and providing assistance
    • Holds a positive and outgoing perspective on life

                

    HOW TO APPLY 

    Interested applicants please send your CV and Cover Letter to talent@afi-global.org before 7 February 2019. Only shortlisted candidates will be contacted.