Executive Office Associate/ Sr. Associate

About Us:

iDE is an international nonprofit dedicated to combating poverty in the developing world not through handouts, but by helping rural households access the tools and knowledge they need to increase their income and improve their health and well-being. iDE has 40 years of experience and programs in 11 countries in Africa, Asia, and Central America.

iDE's vision, to catalyze the power of entrepreneurship to allow millions of people to lift themselves out of poverty, is ambitious and bold. We need a person who is, first and foremost, passionate about this vision.

About the Role:

The Executive Office Associate or Executive Office Senior Associate delivers professional administrative support to the Director of the Executive Office and the CEO and COO to enhance organizational development efficiency. This role will coordinate and manage executive scheduling, prepare and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials. This role connects teams, projects, and critical business information to the Executive Office, ensuring meetings and materials are effective and serves as a trusted partner to deliver organizational priorities.

Key areas of support include the CEO & COO (scheduling meetings as requested for the CEO & COO, supporting logistics related to meetings and travel, preparing financial reports in coordination with the Director of Executive Office, performing research and clerical duties such as preparing correspondence and coordinating executive signatures); the Executive Office support for Director, CEO, & COO as requested; General office support (resource and service procurement, watering plants, office upkeep, supporting staff meetings and retreats as well as other events as needed); the Board (logistics and coordination for board meetings and events, support taking notes, and the production of board books and other meeting materials); and other duties as assigned.

This role requires exceptional time management skills and the ability to identify and anticipate the needs of the Executive Office. The role must interact with a professional demeanor seamlessly across a broad range of individuals including members of the Executive Office, Executive Team, Board of Directors, and leaders that report to the CEO and COO. To perform this job successfully, the individual must be able to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Executive Office Operations

• Support preparation for staff meetings, staff retreats, key events, and other Executive Office (CEO/COO) meetings (circulate agendas, prepare materials, set up technology, etc.), capture next steps, and ensure follow-up.
• Serve as a key resource to the CEO & COO in fundraising meeting priorities; providing basic research in coordination with the fundraising team and supporting the CEO & COO in timely follow-up with stakeholders.
• Draft and edit collateral for the Executive Office (CEO/COO) including presentations, emails, articles, and various forms of correspondence.
• In coordination with the Director of the Executive Office, prepare, reconcile, and assist in the processing of credit card and expense reports, payment requests, budgets, and approvals.
• Manage complex office administrative work requiring the use of independent judgment and initiative.
• Perform research and clerical duties such as coordinating Executive Office signatures and mailings.
• Assist with the development and maintenance of communications including engaging with different team members to complete assignments.
• Research, plan, and execute administrative and logistical components of events as requested.
• Produce ad hoc data collection, analysis, and reports as requested.
• Provide general administrative support and aid in the procurement of resources and services, ensure maintenance of plants, and general upkeep of the office.
• Handle printing, mail/overnight package, copying, filing, and email/messages.
• Monitor, screen, respond to, and distribute incoming communications.
• Determine priority of matters of attention for the Executive Office; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Executive Office advised of time-sensitive matters and priority issues, ensuring appropriate follow-up.

Calendar Management

• Aid in maintaining and curating the CEO’s & COO’s calendar, ensuring that their time is maximized and align