Personal Assistant to the Executive Director

Desirable Skills and Qualifications

• Bachelor’s degree in Business Administration, Management, Social Sciences, Communications, or a related field.
  
• Minimum of 5 years’ experience providing executive-level administrative or coordination support to C-suite or senior leadership, preferably in NGO, philanthropy, or development sectors.
  
• Proficiency in Microsoft Office Suite and digital collaboration tools (Teams, Zoom, Google Workspace, etc.).
  
• Demonstrated experience managing confidential information and handling multiple priorities with discretion and tact.
  
• Excellent strategic planning and organizational skills, with the ability to manage multiple priorities and projects simultaneously.
  
• Strong writing, excellent communication and interpersonal skills, with the ability to build relationships with diverse stakeholders.
  
• Strong analytical and problem-solving skills, with a data-driven approach to decision-making.
  
• Honest, encourages openness and transparency; demonstrates highest levels of integrity.
  
• Develops and encourages new and innovative solutions.
  
• Holds oneself and others accountable for making decisions and managing resources to deliver on the responsibilities.
  
• Agile worker, future oriented and a strategic thinker.
  

• Executive Support & Office Coordination (40%)
  
• Communication & Stakeholder Engagement (25%)m Theory of Change and Results Framework (20%)
  
• Information & Knowledge Management (20%)
  
• Organizational Support & Culture (15%)
  
• Manage the Executive Director’s calendar, appointments, and schedules, ensuring effective time management and prioritization.
  
• Support the daily operations of the Executive Office, including tracking follow-ups, coordinating workflows, and ensuring timely completion of action items.
  
• Prepare and compile briefs, meeting summaries, presentations, and reports for the ED.
  
• Oversee all travel plans, logistics, itineraries, and expense reconciliations for the ED and visiting guests.
  
• Ensure the Executive Office operates efficiently and upholds professionalism and confidentiality at all times.