The Executive Assistant will provide high-level administrative and strategic support to the Executive Director (ED).
This includes managing schedules, preparing communications and reports, supporting project follow-through, and coordinating engagements with internal and external stakeholders.
The EA serves as a key liaison across teams and ensures the ED's office runs efficiently and effectively.
Key Responsibilities
Executive Support:
Manage the ED's calendar, appointments, travel plans, and meeting logistics.
Screen and prioritize emails, calls, and other communications.
Prepare briefing materials, agendas, minutes, and follow-ups for internal/external meetings.
Draft high-level correspondence, presentations, and reports as needed.
Maintain strict confidentiality and handle sensitive information with discretion.
Administrative Support:
Organize and maintain the ED's filing system and documentation (digital and physical).
Track project deadlines, deliverables, and internal commitments to ensure follow-up.
Coordinate team meetings, board meetings, and events facilitated by the ED's office.
Manage internal approvals and administrative sign-offs on behalf of the ED.
Stakeholder Engagement:
Liaise with key partners, board members, donors, volunteers, and other stakeholders.
Coordinate strategic meetings and engagements involving the ED.
Support donor and partner communications, documentation, and reporting.
Strategic and Operational Support:
Provide research and analysis support to aid executive decision-making.
Monitor progress on special projects and organizational priorities.
Work collaboratively with departments to ensure alignment on ED's directives.
Represent the ED at internal meetings when delegated.
Qualifications & Experience
Bachelor's Degree in Business Administration, Management, Communications, or related field.
Minimum of 3 years' experience in an executive support role, preferably within the non-profit or development sector.
Excellent verbal and written communication skills.
Proficient in Microsoft Office Suite, Google Workspace, Zoom, and project management tools.
Strong organizational and multitasking abilities.
High level of emotional intelligence, discretion, and professionalism.
Ability to work under pressure and manage complex schedules.