Executive Coordinator @ Ismailia Youth Services (IYS)

Job Summary

An Executive Coordinator typically has a wide range of responsibilities, often focused on supporting Board Members and ensuring smooth operations within the organization. Here are some key job responsibilities for an Executive Coordinator:

Administrative Support

• Handle correspondence independently, including emails, phone calls, and mail, on behalf of Office Bearers.
• Prepare and documents, reports, presentations, and meeting materials.

Communication Management

• Serve as a liaison between Office Bearers and internal or external stakeholders.
• Maintain effective communication with senior management, clients, and team members.
• Manage internal and external communications on behalf of Office Bearers.

Project Coordination

• To initiate and execute new projects including managing and coordinating special projects, monitoring deadlines, compliance policies, procedures and other milestones.
• Work with cross-functional teams to ensure the timely execution of tasks and deliverables.

PCP Coordination

• To coordinate with PCP concerns in all related matters.

Data Management & Reporting

• Organize and maintain electronic files, databases, and records.
• Generate and track reports, analyse data, and provide insights to OB’s as needed.

Budget & Expense Management

• Assist with tracking budgets, expenses, and financial documentation related to OB’s activities.
• Process and submit expense reports for approval.

Task & Time Management

• Prioritize tasks and handle time-sensitive matters effectively.
• Ensure that deadlines are met and follow up on pending items to keep projects on track.

Confidentiality & Discretion

• Handle sensitive and confidential information with discretion.
• Act as a trusted advisor to the OB’s, maintaining confidentiality in all aspects of work.

Problem-Solving & Decision Support

• Proactively address issues as they arise and find solutions to obstacles that could affect OB’s priorities.
• Provide administrative support in decision-making processes by gathering necessary information or preparing documents.

Working Conditions

• The Executive Coordinator will work closely with department heads and report directly to the Board.
• Flexibility in working hours may be required during audits or critical compliance issues.

Required Skills

Skills and Qualification:

• Bachelor’s or Master’s degree in Business Administration, Law, Public Administration, or a related field from a well reputed organization.
• Minimum 2 to 3 years of experience in similar role, preferably in the education or NGO sector.
• Strong management skills.
• Excellent communication, coordination, and mediation skills.
• Proficiency in data analysis and reporting tools.
• High attention to detail and ethical standards.