Executive & Projects Associate
Reports to: Chief People Officer | October 2022 | Kigali, Rwanda based | Full time | Hybrid
When you Join Alight, you’ll find…
A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.
A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.
An organization that refuses to settle for anything less than delivering human-worthy services.
About the Department: Office of People (OOP)
We are the Office of People. Our mission is to support all people who work to deliver the Alight experience—our staff, volunteers, incentive workers, candidates – every person within Alight. We help people navigate the complexity of our space and offer them ways to orient, connect, and flourish with tools and structures that are clear, accessible, and consistent. We hold Alight culture sacred and use our values as North Star to guide our work and behaviors, creating a safe and inclusive environment for all. We honor these commitments with a promise of confidentiality and follow through to each person we serve.
The Role
Based in Kigali, Rwanda, you will take a high-touch approach in providing comprehensive and executive office and projects’ administrative and support services. The work involves planning, organizing and coordinating the activities of the CPO as well as ensuring work planning and progress tracking and reporting for special projects and Initiatives of the Office of People. Your tasks will include reporting, planning, scheduling, budgeting and tracking, security incidents handling/coordination, and organizing tasks to keep time and attention focused on OOP goals, special projects, and priorities. The position requires a high level of professionalism, confidentiality and service management.
To be successful in this position, you are diligent, results oriented, have strong business acumen and customer/people focus. You have demonstrated ability to effectively prioritize workflow. You love to learn and effectively multitasks without losing attention to details. And you are confident and able to communicate clearly and concisely in both written and verbal modes, in English, to both executives and frontline staff and stakeholders. You’re welcoming and orienting people to the organizational culture and values, always, learning, iterating and building on what works. You’re consistently referring back to Alight’s beliefs, promises, and values as you make support, coordinate work and provide support.
Building a shared organization takes time and intention. We will always be becoming Alight, which means your work will evolve as well. For now, here’s how you could anticipate spending your time:
CPO Support – 50%
- Organizing and maintaining schedules and setting up appointments
- Making and screening phone calls and retrieving voice mail, maintaining phone contact information
- Making travel arrangements, preparing travel documents on a timely basis, completing expense reports, including Visa processing support, renewals and follow up.
- Effectively and creatively problem solve issues related to schedules, travel, office needs, and other issues/items as assigned; ensuring needs of the organization and staff are met.
- Compile and organize expense reports, credit card reconciliation and handle procurement items for CPO.
- Ensure, on a daily basis, that meeting information, agendas, and supporting materials (comfort with high quality presentations, decks, financial, People/HR, trends and similar analytics) are available for various CPO engagements, calls and meetings.
OOP Coordination Support (25%)
- Scheduling, reminders and set up for calls, meetings and engagements of the OOP team.
- Taking, distributing and presenting (verbal and written) minutes, records and materials related to OOP engagements, gatherings, meetings.
- Liaison with other departments for cross cutting requests, tasks and information needs.
- Support the OOP in readying and ensuring required engagement and meeting agendas, handouts, invitations and materials are always in place, in time.
- Ensure OOP team members are informed of scheduled activities and special tasks well in advance and have received well-organized info packs on a timely basis.
Project & Initiatives of OOP (25%)
- Follow up with project leads, consultants and vendors on contracting, invoicing, payments and projects delivery.
- Provide information for project progress reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats such as Excel and PowerPoint.
- Coordinate logistical and meeting needs for CPO and specific project related meetings, dinners and other events as requested; source meeting and dinner venue; work with venue representatives or other professionals to coordinate all meeting needs.
Global travel required as needed.
The skills and experience we’re seeking
- Prefer at least four years of relevant experience at executive level project and administrative support
- Previous experience in Human Resources, Administration or Project support tasks required.
- Relevant Bachelor’s degree or higher academic qualification preferred
- Demonstrated experience and comfort using technology, including online content and project management systems
- Strong interpersonal skills and highly collaborative. Comfort with making public and team presentations required.
- Excellent listener; able to ask right questions allowing planning, execution, scheduling and progress management
- Excellent organizational skills: ability to prioritize multiple tasks, meet deadlines, and be flexible.
- Proven experience working within diverse and multicultural groups and communities
- Experience and comfort with budget development, reviews and tracking.
Eligibility
- International candidates must have current/valid authorization to reside plus work in Rwanda.
How to apply: https://wearealight.org/careers/?p=job%2FoRWflfw7 the deadline is on the 4th November 2022.
Alight
We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced. WeAreAlight.org
Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. Alight complies with all applicable laws governing nondiscrimination in employment.
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