Executive Assistant

KOTO SOCIAL ENTERPRISE IS LOOKING FOR SUITABLE CANDIDATE FOR THE POSITION OF EXECUTIVE ASSISTANT.
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VALUE STATEMENT
KOTO is built on shared family values between staff, trainees and alumni. This creates the synergy necessary to deliver effective and meaningful training and livelihood creation for at-risk and disadvantaged youth by staff that are committed to—and believe in—the project and the need to engage youth in society. The KOTO philosophy is ingrained in our name: “Know one, teach one” and is the underlying principle behind our expectations of staff, trainees and alumni. Staff, trainees and alumni will show and practice respect and dignity for one another, and our donors, partners, and supporters.

We believe in an environment for all who come into contact with KOTO. We are deeply committed to excellence and taking pride in our work and mission. We also believe in and practice the following values:

Justice – Community – Respect – Teamwork – Performance
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REPORTING STRUCTURE
This position reports directly to the Founder/General Manager (GM) of KOTO

MAIN RESPONSIBILITIES
1. Provide support to the BOM in delivering KOTO overall strategic objectives.
2. Provide administrative services including diary management, booking meetings, planning
events, organizing travel and preparing travel itineraries, correspondence and prioritizing
emails for the BOM
3. Event coordination/management, formal correspondence, relationship development and management.
4. Work closely with the BOM and Head of Department (HOD) through regular correspondence, arrange meetings and prepare briefing materials for the BOM.
5. Liaise with Department Heads and Staff for necessary follow up on queries/deadlines/requests and special functions instigated by the BOM
6. Provide administrative support in the delivery of assignments and initiatives on behalf of the BOM as and when required.
7. Ensure all correspondence and relevant materials are produced in a timely and accurate manner.
8. Coordinate departmental reports and documentation for the Board of meetings
and other meetings with outside partners.
9. Coordinate, attend and take minutes for the Founder or GM meetings and any other relevant meetings.
10. To conduct research/ analysis as directed by BOM
11. To produce reports for the BOM as and when required.
12. Follow up on action points from meetings on behalf of the BOM
13. Provide administrative support to the BOM in the follow-up and completion of
departmental work plans.
14. Provide administrative support to the Chairman in implementing organizational projects and programmes.
15. Project assistance – report writing and collection of information from relevant departments
16. Provide administrative support to the Chairman in the leadership and management of the organization.
17. Provide administrative services to field offices such as responding to queries, issuing
memos and following up on BOM.

OTHER RESPONSIBILITIES
1. To comply with all policies, procedures, legal and regulatory requirements.
2. The flexibility to work additional/out of hours as necessary to fulfill the requirements of the role and meet the business needs.
3. The post holder may be required to apply for a disclosure confidential agreement as stated in the KOTO Policy
4. Other tasks assigned by BOM

- Fluent in English (listening, speaking, reading, writing).
- Bachelor degree majoring in Business Administration, Marketing, Finance or related fields
- Knowledge and experience in Project management/Finance is a plus
- At least 3 year experience in a similar position.
- Self-starter, mature and sensitive,
- Well-organized, extremely detail-oriented, assertive team player willing to take ownership of responsibilities, and possess a high level of positive energy and drive.
- Able to manage multiple priorities and set appropriate trace systems to track projects and work.
- Excellent time management, organizational, coordination, and communication skills (verbal and written).
- Excellent computer skills.

- 12 full paid leaves/year
- Like-minded co-workers who want to make a positive impact in the community
- Lunch included

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