Overview
Job Title: Executive & Board Support
Reports To: Executive Director
Position Summary:
The Executive Assistant provides high-level administrative and coordination support, to the
Executive Director and the Board of Directors of Helen’s Daughters Inc. The role helps ensure the
efficient operation of the Executive Director’s office through effective scheduling, communication,
document management, meeting coordination, records management, and governance administration
The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities while maintaining confidentiality and supporting a collaborative work environment.
General Context
- Works in a team-based environment and supports the effective functioning of the
organization. - Maintains a close working relationship with the Executive Director and provides
coordination support to the Board of Directors. - Acts as a key administrative link between internal team members, external partners, board
members, visitors, and other stakeholders. - Supports organizational effectiveness through strong record management, communication,
and administrative collaboration.
Key Responsibilities
A. Executive Director and Team Support
- Prepare, process, and manage correspondence, reports, presentations, official statements,
memoranda, emails, and other documents to support the Executive Director’s work
programme. - Liaise frequently with team members to ensure the Executive Director’s work programme progresses smoothly and without avoidable logistical challenges.
- Maintain the Executive Director’s calendar, schedule appointments, coordinate meetings, and monitor deadlines and commitments.
- Coordinate meeting logistics, including scheduling, venue arrangements, preparation of
meeting materials, and follow-up on action items. - Organize travel arrangements for the Executive Director, including accommodation,
transportation, itineraries, and related documentation. - Serve as a liaison between the Office of the Executive Director and internal and external
clients, transmitting pre-approved information with tact, diplomacy, and discretion. - Exercise judgement for priority matters for the Executive Director’s attention, redirect matters to relevant staff where appropriate.
- Proofread and conduct quality checks on correspondence and documents prepared for the Executive Director’s review or signature, ensuring accuracy, completeness, and compliance with established standards.
- Plan and organize the Executive Director’s work schedule, maintain a manual and/or electronic diary, manage meeting logistics, and keep the Executive Director informed of time-sensitive and urgent matters.
- Organize official travel for the Executive Director, board members, and team members, including preparation of relevant documentation and coordination of accommodation, flight reservations, subsistence, and related logistics in keeping with organizational policies.
- Manage incoming correspondence in a manual and/or computerized system for the Executive Director’s attention and onward distribution to relevant parties.
- Receive and direct visitors, callers, and inquiries using proper office etiquette and professionalism.
- Maintain a confidential record management system for organizing and storing computer and paper-based information to support timely retrieval of records.
- Transcribe notes and/or meeting recordings and prepare minutes for distribution to the appropriate parties.
- Assist with administrative follow-up on assignments delegated by the Executive Director.
- Perform additional administrative duties as assigned in support of organizational priorities.
B. Board Administration and Governance Support
- Organize and coordinate board meetings, including scheduling, invitations, agendas, meeting documents, and logistical arrangements.
- Prepare and distribute board meeting agendas, board packs, supporting documents, and
other materials well in advance of meetings. - Record, prepare, and distribute accurate board meeting minutes and maintain records of
board decisions and resolutions. - Maintain board records, governance documents, committee records, and official
organizational documentation. - Serve as an administrative point of contact between the Executive Director and Board
members. - Supporting timely dissemination of information.
- Track board action items and decisions from board meetings and follow up with relevant parties to support timely completion.
- Assist with onboarding and orientation for new board members by providing relevant information, materials, and context on the organization’s mission and operations.
- Coordinate travel arrangements and logistics for board members attending meetings, conferences, retreats, workshops, or events.
- Support board committee meetings through scheduling, document preparation, and minute- taking
- Assist in managing conflict of interest disclosures and maintaining appropriate documentation.
- Assist in preparing annual reports, board presentations, and summaries of organizational summaries for board review.
- Handle board-related information with a high degree of confidentiality, professionalism and discretion.
C. Records Management and Administrative Coordination
- Maintain organized electronic and paper-based filing systems to support efficient retrieval of information.
- Ensure organizational records are accurately filed, updated, and maintained in accordance
with established procedures. - Maintain databases, contact lists, correspondence records, and document repositories.
- Support document control processes, including version management and records retention
practices. - Assist in organizing and maintaining meeting records, reports, correspondence, and other
organizational documents. - Support internal communication by ensuring documents, notices, and information are
distributed in a timely manner. - Maintain confidentiality when handling sensitive organizational information and records.
- Assist with administrative and logistical arrangements for meetings, workshops, and
organizational events as assigned.
Required Qualifications and Experience
- Associate Degree, Diploma, Certificate or equivalent experience in Business Administration,
Communications, Management, Office Administration, or a related field. - Prior experience in executive support, administrative support, office administration, records
management, or a similar role. - Experience supporting board-related activities or governance, including meeting coordination, documentation, minutes, or committee support, is an asset.
- Proficiency in Microsoft Office Suite, Google Workspace or similar productivity tools, and virtual collaboration platforms such as Zoom, Google Meet, or Microsoft Teams.
- Strong written and verbal communication skills.
- Excellent organizational skills, attention to detail, and ability to manage multiple tasks and deadlines simultaneously.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Understanding of Helen’s Daughters Inc.’s mission, values, and work with women in agriculture, or willingness to learn quickly.
Competencies
- Executive and administrative support
- Meeting coordination and minute-taking
- Board administration and governance support
- Document preparation and quality control
- Record management and document control
- Stakeholder coordination and customer service
- Confidentiality and professionalism
- Calendar and schedule management
- Time management and prioritization
- Written communication and correspondence preparation
- Problem-solving and adaptability
- Attention to detail and accuracy
Personal Attributes
- Professional, confidential, and trustworthy
- Proactive and dependable
- Detail-oriented and highly organized
- Strong interpersonal and communication skills
- Positive attitude and client-focused approach
- Flexible and adaptable to changing priorities
- Able to work independently and collaboratively within a team environment
- Comfortable working in a fast-paced, mission-driven environment
Working Conditions
- This position may require occasional flexible hours to support board activities, organizational events, travel coordination, or periods of high special activities.
- The role may involve sitting for extended periods.
- Occasional lifting or movement of supplies, documents, or light equipment may be required.
How to Apply
Interested candidates are encouraged to submit a resume and cover letter by 19 June 2026 to
hr@helensdaughters.org outlining their qualifications and experience in relation to the
responsibilities and requirements of the position.