Position Type: Part-Time, Volunteer (Pro Bono)
Duration: Minimum 1 year preferred (renewable by mutual agreement)
Start Date: As soon as possible
Language Requirements: Fluent in French and English
Reports to: Program Director / Executive Director
Department: Operations & Administration
Position Summary
The Administrative Assistant provides vital operational, logistical, and clerical support to ensure the smooth and professional functioning of all FAE Foundation activities. Inspired by the administrative excellence found at leading universities and global nonprofits like the Gates Foundation, this role combines precision, responsiveness, and discretion.
The Administrative Assistant is the organizational heartbeat of the foundation—supporting scheduling, communication, records, and coordination across departments.
Key Objectives
- Ensure smooth, timely, and reliable administrative operations.
- Facilitate coordination between staff, volunteers, students, and external stakeholders.
- Maintain organized, accessible records and systems.
- Uphold professionalism and efficiency in all internal processes.
Core Responsibilities
Executive & Program Support
- Manage calendars, appointments, and meeting logistics for the Executive Director and Program Director.
- Prepare and format documents, reports, agendas, and internal communications.
- Take meeting minutes and ensure timely follow-up on assigned tasks.
Communication & Coordination
- Act as the first point of contact for internal and external inquiries.
- Maintain bilingual email correspondence and respond to routine requests.
- Schedule and coordinate meetings, training sessions, and classroom use.
- Liaise with lecturers, partners, and students to support program logistics.
Documentation & Record Keeping
- Maintain up-to-date records of:
- Student attendance and registration
- Volunteer contacts and contracts
- Course schedules and academic calendars
- Equipment inventories and supply requests
- Organize and archive physical and digital files with high attention to confidentiality.
Logistical Support
- Coordinate classroom space, materials, and refreshments for events and training.
- Manage print jobs, supplies ordering, and venue reservations.
- Support the setup of workshops, public events, and community activities.
Data Entry & Reporting
- Input and update information into databases or spreadsheets (attendance, contact info, feedback, etc.).
- Assist with simple data analysis, report formatting, and presentation preparation.
- Help compile monthly and quarterly operational reports for leadership.
Process Improvement & Professionalism
- Identify ways to streamline workflows and improve internal processes.
- Uphold FAE Foundation’s values of excellence, integrity, and inclusion.
- Represent the Foundation professionally in all communications and public interactions.
Candidate Profile
Required Qualifications:
- Bachelor’s degree or Higher National Diploma (BTS, DUT, etc.) in Administration, Management, Secretarial Studies, or related field.
- At least 2 years of administrative or office management experience.
- Bilingual fluency in French and English (written and spoken).
- Proficient with office software (Word, Excel, Google Suite, Zoom/Teams).
Preferred Skills:
- Excellent organizational and multitasking abilities.
- Strong interpersonal and verbal communication skills.
- Ability to handle confidential information with discretion.
- Self-directed and detail-oriented with a proactive attitude.
- Previous experience in the nonprofit, education, or international development sectors is a plus.
What You Gain
- The opportunity to work closely with leadership and build nonprofit operations experience.
- Hands-on experience in administrative work aligned with global best practices.
- Exposure to bilingual, multicultural working environments.
- Certificate of service and reference letters for professional development.
- A chance to directly support education, youth empowerment, and community transformation.