Executive Assistant to the CEO

What you bring to us and the role!

Essential

• Significant experience supporting senior executives or leadership teams.
  
• Exceptional organizational and time management skills.
  
• Strong written and verbal communication skills.
  
• Ability to manage multiple priorities in a fast-paced environment.
  
• High level of professionalism, discretion, and sound judgment.
  
• Experience coordinating complex scheduling and travel logistics.
  
• Strong attention to detail and ability to maintain systems and processes.
  
• Experience with CRM systems (e.g., Salesforce), expense tools (e.g., Concur), and board platforms.
  

CEO Calendar & Scheduling

• Manage a dynamic and complex calendar of internal and external meetings for the CEO.
  
• Prioritize requests and resolve scheduling conflicts in coordination with the Chief of Staff.
  
• Ensure appropriate preparation time, travel considerations, and follow-up between engagements.
  
• Anticipate shifting priorities and adjust schedules accordingly.
  

Travel & Logistics

• Plan and coordinate detailed international travel itineraries for the CEO.
  
• Book flights, accommodations, and transportation.
  
• Prepare comprehensive travel agendas and briefing materials.
  
• Coordinate logistics for travel-related meetings and engagements.
  
• Troubleshoot travel issues to ensure smooth execution.
  

Meeting Preparation

• Coordinate agendas and compile pre-read materials for CEO meetings.
  
• Track and follow up on preparation materials to ensure readiness.
  
• Maintain systems and standard operating procedures for meeting preparation.
  

Board Coordination

• Coordinate scheduling and logistics for Board and Committee meetings.
  
• Support board member travel and meeting arrangements as needed.
  
• Manage the board platform (e.g., OnBoard) in partnership with the Chief of Staff.
  

Office Operations & Administrative Systems

• Process and track CEO expense reports (e.g., Concur).
  
• Maintain organized files and documentation for the CEO and Board.
  
• Manage CEO contacts and relationship records (e.g., Salesforce).
  
• Maintain document management systems and file architecture.
  

Events & Special Projects

• Provide logistical and administrative support for events and special projects on an as needed basis.
  

Organisational Values

• Upholds the values of Malala Fund.
  
• Actively contributes to a diverse, equitable, and inclusive workplace.
  
• Maintains the highest standards of safeguarding and professional conduct.