Executive Assistant and Front Office Administration Officer

Global Mental Health Alliance is a Christian organisation committed to promoting mental health, psychosocial wellbeing, resilience, and community transformation among vulnerable populations. Through evidence-informed and faith-inspired programming, we work alongside communities, local leaders, and development partners to strengthen mental health systems and improve the quality of life of individuals and families.

The Executive Assistant and Front Office Administration Officer provide high-level administrative and executive support to the Executive Director while serving as the focal point for front office operations. The role ensures the efficient management of executive schedules, correspondence, meetings, visitors, organisational communication, and administrative systems.

The position contributes to organisational effectiveness by coordinating administrative support services across departments, facilitating communication flow, and promoting a professional image of GMHA to stakeholders, partners, donors, and visitors.

1. Executive Director Support

Executive Calendar Management

• Manage and coordinate the Executive Director's calendar and appointments.
• Schedule internal and external meetings.
• Coordinate travel arrangements and itineraries.
• Prioritize appointments and manage competing demands on the Executive Director's time.

Executive Correspondence

• Draft, edit, and manage correspondence on behalf of the Executive Director.
• Screen and prioritize telephone calls, emails, and other communications.
• Ensure timely responses to key communications.
• Maintain confidentiality of sensitive information.

Meeting Coordination

• Organize management, board, donor, and partner meetings.
• Prepare agendas, briefing notes, and meeting packs.
• Take minutes and track implementation of action points.
• Follow up with responsible staff to ensure timely completion of decisions and commitments.

Executive Information Management

• Maintain executive files and records.
• Prepare presentations, reports, and briefing documents.
• Support the Executive Director with donor visits and high-level engagements.

2. Front Office Management

Reception and Visitor Management

• Serve as the first point of contact for visitors and guests.
• Ensure all visitors are welcomed professionally and directed appropriately.
• Maintain a clean, organized, and professional reception area.

Communication Management

• Receive, screen, and direct telephone calls.
• Manage organisational inquiries.
• Monitor general office email accounts where assigned.
• Provide accurate information to stakeholders and visitors.

Stakeholder Relations

• Support coordination of partner visits.
• Assist with donor missions and official delegations.
• Promote a positive organisational image through professional customer service.

3. Administrative Coordination

Office Administration

• Support day-to-day administrative operations.
• Maintain filing systems, both physical and electronic.
• Ensure proper record management practices.
• Coordinate office supplies and inventory management.

Logistics Coordination

• Support Logistics with planning and logistics for workshops, meetings, and events.
• Coordinate venue bookings and conference arrangements.
• Support travel bookings and accommodation reservations.
• Assist departments with routine administrative needs.

Asset and Resource Management

• Support Logistics and Maintain records of office equipment and assets.
• Monitor utilization and condition of office resources.
• Liaise with administration and procurement staff regarding maintenance needs.

4. Organisational Coordination and Departmental Support

Cross-Departmental Support

• Provide administrative support to programme and support departments as required.
• Coordinate internal communication flow between departments.
• Assist in consolidating departmental reports for management review.
• Support organisation-wide planning meetings and retreats.

Documentation Management

• Maintain central organisational records.
• Support preparation and dissemination of internal circulars and notices.
• Ensure documentation is filed and archived appropriately.

Event and Meeting Support

• Coordinate organisational events and functions.
• Support workshops, trainings, and conferences.
• Assist departments in scheduling and coordinating stakeholder engagements.

5. Governance and Strategic Support

• Support preparation of Board and Committee meeting documentation.
• Assist with scheduling Board meetings.
• Maintain records of governance-related correspondence and decisions.
• Track follow-up actions arising from governance meetings.

Technical Competencies

• Office administration and coordination.
• Calendar and meeting management.
• Minute taking and report writing.
• Records management.
• Event and logistics coordination.
• Microsoft Office Suite proficiency.

Behavioral Competencies

• Professionalism and discretion.
• Excellent interpersonal skills.
• Strong organisational and planning skills.
• High attention to detail.
• Ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Customer service orientation.
• Integrity and confidentiality.

Education

• Bachelor's Degree in Business Administration, Public Administration, Management, Secretarial Studies, Office Management, Social Sciences, or a related field.

Experience

• Minimum 3 years of progressive experience in executive support, administration, office management, or front office coordination.
• Experience in an NGO, humanitarian, development, or international organisation is highly desirable.
• Experience supporting senior management is an added advantage.

The post holder shall be assessed against:

• Executive Director's schedule effectively coordinated.
• Timely preparation of meeting minutes and action trackers.
• Efficient management of front office services.
• High quality stakeholder and visitor experience.
• Timely response to correspondence and inquiries.
• Well-maintained filing and record management systems.
• Effective coordination of organisational events and meetings.
• Positive feedback from departments receiving administrative support.

This position is intentionally designed as a hybrid Executive Assistant and Front Office Administration role to maximize organisational efficiency at GMHA's current scale. As the organisation grows, the role may evolve into either:

1. Executive Assistant to the Executive Director, with a separate Receptionist/Front Office Assistant appointed; or
2. Administration and Office Management Officer, while a dedicated Executive Assistant is recruited to provide strategic support to the Executive Director.

This provides GMHA with a cost-effective and scalable administrative structure appropriate for a growing international NGO.

This structure should serve GMHA well until the organisation grows significantly beyond its current staffing level and operational complexity.

As a Christian organisation, we seek a candidate who:

• Demonstrates an authentic and active Christian faith.
• Exhibits Christian values in personal and professional conduct.
• Supports and promotes the organization's Christian identity, mission, and vision.
• Understands that Christian commitment extends beyond church attendance and is reflected in daily life, leadership, service, and relationships with others.