Scope of work
The Executive Office Coordinator (or Personal Assistant) will provide high-level administrative, logistical, and strategic support to the Executive Director (ED) and the Executive Office. The role will ensure efficient coordination of executive functions, effective stakeholder communication, and seamless execution of strategic priorities, thereby enabling the ED to focus on organizational leadership and impact.
Specific roles and responsibilities (Not limited to);
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.
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.