The Executive Assistant (EA) to the CEO is a pivotal role, ensuring the CEO’s day-to-day operations run smoothly while supporting long-term strategic initiatives. Acting as a trusted partner to the CEO, the EA manages a wide range of responsibilities from diary management, travel arrangements, and meeting coordination, to handling personal requests with the utmost discretion. The EA plays a critical role in enabling the CEO to maximise her efficiency and focus on high-level priorities, acting as a gatekeeper and key facilitator within the organisation.

Additionally, this position encompasses administrative duties, project management, HR support, and the management of internal operations, including office management, communication, and governance processes. The ideal candidate will thrive in a fast-paced environment, with a proactive, solution-oriented mindset and excellent organisational skills.

Key Responsibilities:

1. Diary and Calendar Management:

• Manage the CEO’s calendar, ensuring optimal scheduling of appointments and meetings.
• Prioritise and coordinate time-sensitive engagements, balancing conflicting priorities efficiently.
• Provide diary management support to senior team members when needed.

2. Meeting Coordination and Facilitation:

• Organise and coordinate high-level meetings, including preparing agendas, briefing documents, and presentations.
• Attend meetings with or on behalf of the CEO, ensuring action items are documented, tracked, and followed up on promptly.
• Conduct research and gather data to ensure the CEO is well-prepared for engagements.

3. Travel and Logistics Management:

• Oversee all travel arrangements, including booking flights, accommodations, and transportation for both business and personal purposes.
• Create detailed travel itineraries and troubleshoot any issues that arise during travel.

4. Personal Assistance:

• Manage personal tasks and requests for the CEO, ensuring a seamless alignment between her professional and personal commitments.
• Handle sensitive matters with confidentiality, ranging from personal errands to financial administration.

5. Office and Operational Management:

• Oversee office administration, including managing office supplies, equipment, and technology needs.
• Ensure the office environment is maintained for optimal productivity.
• Lead onboarding processes for new employees and maintain accurate HR records.
• Support the CEO in ensuring compliance with organisational policies and procedures, overseeing updates where necessary.

6. Communication and Correspondence:

• Act as a key liaison between the CEO and internal/external stakeholders.
• Draft and manage communications on behalf of the CEO, ensuring messages are conveyed accurately and timely.
• Screen emails, calls, and correspondence to ensure only essential matters reach the CEO.

7. Financial Administration and Reporting:

• Assist in processing invoices, expense reports, and receipt management.
• Provide support with budget tracking, financial reconciliations, and liaise with the finance department on key matters. 8. Governance and Trustee Support:
• Coordinate all governance-related activities, including preparing documentation for board meetings and liaising with trustees.
• Ensure compliance with governance frameworks across different regions (e.g., UK, UAE, Malawi). 9. Project Management:
• Assist the CEO in managing key projects by ensuring timely updates from teams across the UK, UAE, and Malawi.
• Use platforms such as SharePoint to track project timelines and deliverables. 10. Event Planning and Coordination:
• Plan, coordinate, and manage logistics for organisational events, both internal and external.
• Support in delivering successful fundraising events, including overseeing volunteer management and partnerships.

11. HR Support and Team Coordination:

• Work closely with HR to manage recruitment, training, and performance processes.
• Assist in planning team-building activities and coordinate staff development days.
• Foster communication and collaboration across dispersed teams, including volunteers and interns.

12. Asset and Donation Management:

• Oversee the management of assets such as property, vehicles, and donations to the organisation.
• Ensure records of donations are maintained and compliant with legal and organisational standards.

Working Relationships:

• Collaborate closely with the Operations Director to ensure the CEO’s strategic intent is delivered across teams.
• Partner with key managers, including those in fundraising, project coordination, and marketing, to support cross-functional activities.
• Liaise with international teams, especially those based in Malawi, the UAE, and the UK, to ensure organisational cohesion.

Ideal Experience, Skills & Attributes:

• Must have own UAE residence and be currently based in the UAE, with the right to work legally in the UAE.
• Degree-level education or equivalent professional experience, particularly in the charitable/NGO sector.
• Proven experience supporting C-suite executives, preferably within dynamic and fast-paced environments.
• Strong project management skills with the ability to handle multiple tasks simultaneously and meet deadlines.
• Exceptional organisational and communication skills, both written and verbal, with the ability to relate to people across all levels of the organisation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database management systems.
• A high degree of professionalism, with the ability to maintain confidentiality and discretion in all matters.
• Ability to work independently and take initiative, demonstrating strong problem-solving abilities.
• A proactive, friendly, and approachable demeanour with a passion for contributing to the mission of the organisation.

We are seeking a highly motivated and organised individual to join our team as an Administration Coordinator. In this role, you will be instrumental in providing comprehensive administrative support to ensure the smooth delivery of operations within The Sparkle Foundation. Your responsibilities will span across data management, office management for UAE/UK employees, fundraising support, event coordination, and a significant focus on finance management, including Xero, reconciliations, and insurance. 

Key Responsibilities: 

1. Office Management for UAE/UK Employees:  

• Provide general administrative support, including managing calendars, travel arrangements, and meeting coordination (excluding CEO). 
• Oversee office operations, such as supplies inventory, equipment maintenance, and facility coordination.
• Serve as a primary contact for administrative needs and inquiries. 
• Maintain accurate employee records, and attendance registration, and ensure all organisational documentation is current. 
• Support in the running of all recruitment and selection for the UK/UAE office. 
• Support onboarding of all new UK & UAE employees. 
• Manage the administrative PO Box and admin email box, ensuring all communications are handled efficiently.

  2. Data Management:  

• Manage and organise SharePoint for efficient document and file access. 
• Manage our CRM system to ensure compliance and develop as needs change. 
• Generate reports and analyse data to inform decision-making and support fundraising strategies, utilising Power BI for advanced data visualisation and insights. 
• Manage Office 365 for the business, ensuring that all applications are up to date. 

3. Event Coordination:  

• Manage logistics for events, including venue, vendors, and registration. 
• Assist with event budgets and expense tracking. 
• Collaborate on event promotion with the marketing team. 
• Facilitate post-event evaluation and follow-ups. 

 4. Finance Management:  

• Perform financial tasks such as reconciliations, expense management, and ensuring the functionality of Xero. 
• Coordinate financial activities across the UK, UAE, and Malawi, ensuring all transactions are tracked and up to date. 
• Manage gift aid, receipts, invoices, and petty cash. 

Requirements:  

• Proven experience in administrative roles, preferably with a focus on non-profit organisations. 
• Strong organisational and multitasking skills. 
• Excellent communication and interpersonal abilities. 
• Proficiency in Microsoft Office, SharePoint, Beacon, Xero, and Power BI. 
• Ability to work independently and as part of a team. 
• Flexibility to adapt to the evolving needs of the organisation. 
• This position offers an opportunity to make a significant impact within a dynamic team dedicated to supporting the operations and mission of The Sparkle Foundation. We're looking for someone who is passionate about our cause and has the skills to contribute to our continued success. 

A dynamic and highly creative Graphic Designer and Visual Content Creator will help elevate Sparkle's brand presence across the UAE, UK, Malawi, and potential new markets, with a keen interest in expanding into America. This critical role demands not only exceptional graphic design prowess but also the ability to craft and execute captivating content across various digital mediums.