Executive Assistant to Chief of Operations & Operational Excellence

About Mastercard Foundation

Mastercard Foundation is a global foundation based in Toronto, Canada with several offices in Africa. Our programs promote financial inclusion and advance education and learning in Africa, primarily for young people, and in Canada for Indigenous youth. The Foundation was established in 2006 through the generosity of Mastercard when it became a public company. From inception, the Foundation was designed to be a separate entity and independent from Mastercard. Our policies, operations, and funding decisions are made by our President and Board of Directors.  

The Foundation believes that youth employment is key to unlocking prosperity, both for youth and their societies. Enabling young women and men from disadvantaged communities to secure dignified and fulfilling work will ensure inclusive development and economic growth in Africa.  

Values are timeless, they transcend and rise above all. They guide everything we do, as employees of the Foundation.  We share a common vision of a world where everyone has the opportunity to learn and prosper. We make mistakes, we reflect, and we grow so that we can impact our world – it’s why we are here. We are ambitious and driven. We encourage you to bring your bold ideas, curiosity, and expertise to your work. We laugh at ourselves and with each other. We are a team. Our journey together makes our impact even more meaningful.  

THE POSITION

Reporting to the Chief of Operations, the Executive Assistant will provide executive support to the COO and direct reports (50%), and support the Operational Excellence (OE) team (50%) from a project coordination perspective. This individual is comfortable working in a fast-paced environment, is detail oriented, can plan-ahead and can work to meet deadlines. The successful candidate will have excellent interpersonal skills, organizational skills, coordination ability and a high degree of integrity. We are looking for an individual who has a deep interest in expanding their knowledge of the Foundation and is interested in applying their project coordination skills.

Specific Responsibilities

Executive support to the Chief of Operations and direct reports (50% of time) includes:

• Proactively manage an eventful calendar, including extensive and frequent global travel arrangements, to include international flights, hotel, car service, travel visas and immunizations.
• Plan, coordinate and ensure schedules are followed and respected, and act as a ‘gatekeeper’, creating situations for direct access. This will include the creation of detailed agendas when necessary.
• Act as the initial point of contact to liaise and sustain relationships with employees, internal and external stakeholders to provide a higher level of support.
• Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees.
• Monitor e-mail, print attachments and manage material as appropriate. Proven attention to accuracy and detail is required when dealing with a high volume of email correspondence and requests.
• Able to organize and manage a variety of documents, reports and information.
• Maintain an accurate paper and electronic filing system.
• Prepare and submit expense reports accurately and efficiently.
• Build and maintain relationships with employees, especially other administration support and external contacts.
• Provide backup to other administrators as required.
• Manage the COO’s various expenses and provides budget expenses on a quarterly basis.

Project coordination support for the OE team (50% of time) includes:

• Support initiatives, such as enterprise transformation, by scheduling meetings, arranging venues and catering, etc.
• Coordinate all activities related to the master calendar, ensures timely updates, and flags key changes to the OE point of contact.
• Proactively manage agendas, topics and timing of topics related to the Strategy and Investment Team (SIT) meetings, in collaboration with the OE point of contact.
• Support the Project Manager and Associate in project related activities and documentation as required, including and not limited to workback schedules, minutes, status reports, etc.
• Synthesize information and disseminate as required (e.g., bi-annual offsite presentations).
• Conduct data entry related to invoicing, expenses, and other requirements.
• Help to manage the department team site on SharePoint and coordinates department quarterly meetings.
• Support the Project Management Centre of Excellence by sharing knowledge of best practices.
• Perform other project coordination duties, as required.

Qualifications

• College diploma or a University degree is an asset.
• 3-5 years of relevant work experience.
• French language skills an asset, pan-African exposure a plus. Willing to learn African cultures including some travel to countries
• 1-2 years of experience in a project coordination, or track record of delivering and successfully managing multiple priorities.
• High level of proficiency with current technology including MS Office, with an emphasis on Outlook, PowerPoint and SharePoint.
• Exceptional professionalism, with the ability to represent the Chief of Operations in a positive fashion.
• Excellent planning, prioritization and time management skills.
• Ability to analyze financial data (budgets) and design reports.
• Excellent interpersonal skills, with ability to work closely with a project team and with staff from across the Foundation as well as external stakeholders, specifically leadership and senior management of global organizations, governments, and Board of Directors.
• Proven ability to handle confidential information with discretion.
• Excellent written and verbal communication and documentation skills.
• Superior attention to detail with excellent organization skills.
• Driven, highly motivated and results-oriented.
• Team player with the ability to work independently to meet deadlines.
• Ability to follow up and manage competing priorities, demonstrating highest level of service and response.
• Comfortable working in a dynamic and fast-paced environment
• Professional maturity, sensitivity with different cultures and impeccable integrity.

TO APPLY

Please email your resume along with a cover letter explaining your interest in the position to humanresources@mastercardfdn.org, indicating “Executive Assistant, COO” in the subject line of your email. We will forward resumes to a search firm who is supporting this search. All applications are appreciated; however, please note that only those candidates selected for interview will be contacted.

Mastercard Foundation values the unique skills and experiences each individual brings to the Foundation, and are committed to creating and maintaining an inclusive and accessible environment for everyone.  We appreciate your interest, and advise that only candidates selected for an interview will be contacted directly.

Completion of satisfactory business references, background checks (criminal and credit) and proof of education are essential conditions of employment.

If you require accommodation during the recruitment and selection process, please contact the People and Culture Department. We will work with you to provide a positive recruitment experience in a confidential manner.