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.
How to Apply
