Executive Assistant to the Executive Director

About the Role

The Executive Assistant will provide high-level executive, administrative, and strategic support to the Executive Director, enabling effective leadership, decision-making, and organizational performance. This position requires exceptional professionalism, discretion, communication skills, and the ability to manage complex priorities in a fast-paced nonprofit environment.

Key Responsibilities

Executive & Administrative Support

• Serve as the primary point of contact for the Executive Director, managing all incoming communications, correspondence, and requests with professionalism and confidentiality
• Manage and optimize the Executive Director's calendar, meetings, and appointments, ensuring effective prioritization aligned with organizational goals and deadlines
• Anticipate the Executive Director's needs and proactively address administrative requirements to ensure seamless daily operations

Travel & Logistics Management

• Coordinate complex domestic and international travel, including flights, accommodation, visas, transport, and itineraries, ensuring cost-effectiveness and efficiency
• Prepare travel briefs, meeting packs, and post-travel follow-ups as required

Communication & Documentation

• Draft, review, and edit high-quality correspondence, presentations, reports, briefing notes, and speeches for internal and external stakeholders
• Maintain organized and secure filing systems for executive documents, contracts, and confidential records
• Oversee the Executive Director's and organization's branding, marketing, and communications

Meetings, Events & Board Support

• Coordinate and facilitate meetings, conferences, Board sessions, donor engagements, and high-level events involving the Executive Director
• Prepare agendas, briefing materials, minutes, and action trackers, and follow up to ensure timely execution of decisions
• Support governance processes by coordinating Board documentation