Your Impact:
As
the Executive Assistant, you will
provide high-level, proactive, and confidential support to the Vice President
(VP), Strategic Engagement and Innovation (SEI), and the SEI leadership teams,
including Individual Giving, Lighthouse, Communications, and External
Engagement. You will ensure seamless coordination, operational efficiency, and
effective communication across the department and with internal and external
stakeholders. You will act as a key liaison and trusted partner. Reporting
directly to the Vice President, Strategic Engagement & Innovation, you will
anticipate needs, manage complex scheduling and travel logistics, support
governance processes, and drive follow-through on critical priorities
Key Responsibilities:
Executive
Support, Calendaring & Scheduling:
- Manage the calendar and schedules appointments with internal and
external stakeholders on behalf of the members of the SEI team and its VP.
- Manage complex and frequently changing calendars for the VP and SEI
leadership, ensuring optimal prioritization and alignment with
organizational goals.
- Coordinate high-level internal and external meetings, including
agenda preparation, pre-briefing materials, and timely follow-up on action
items.
- Serve as a key point of contact between the VP, SEI teams, and
stakeholders, ensuring timely communication and responsiveness.
Expense
Management, Records & Documentation:
- Prepare, process, and reconcile expense reports, invoices, and
contracts in compliance with organizational policies.
- Develop and maintain organized filing, records management, and
knowledge-sharing systems (digital and physical) to support accessibility
and efficiency.
- Track departmental budgets, payments, and reporting deadlines as
needed.
Travel
& Event Coordination:
- Plan, coordinate, and manage complex international and domestic
travel itineraries for the VP and SEI teams, ensuring efficiency and
cost-effectiveness.
- Lead logistics for donor meetings, external stakeholder visits, and
in-house events, including venue selection, agendas, hospitality, and
coordination with relevant functions (communications, fundraising, program
teams).
- Troubleshoot and adapt quickly to last-minute changes, ensuring
smooth execution.
Stakeholder
Engagement & Networking:
- Cultivate strong working relationships with internal staff, partner
agencies, donors, government offices, and board members.
- Support the VP in stakeholder engagement, preparing talking points,
presentations, and briefing notes for key meetings.
- Ensure timely follow-up and coordination on cross-departmental
initiatives.
Governance
& Board/Donor Support:
- Support the VP in preparing materials for the Board of Directors,
donor meetings, and other governance-related engagements.
- Track deliverables and deadlines, ensuring accountability and
follow-through on commitments.
- Coordinate communications, minutes, and reports to ensure smooth
information flow between the VP, Board, and external partners
Qualifications &
Experience
- Bachelor’s degree in office administration, Communications,
International Relations, Secretarial work or a related field
- Minimum of 3-5 years of progressively responsible administrative and
executive support experience supporting C-level executives, senior
leadership, or Board governance in an international or multicultural
organization.
- Demonstrated experience managing complex calendars, travel
logistics, high-level meetings, and confidential information.
- Proven experience liaising with senior stakeholders, such as donors,
board members, government officials, or partner organizations.
- Experience in non-profit, international development, or donor-funded
organizations strongly preferred.
- Exceptional organizational and time management skills, with the
ability to prioritize competing demands under pressure.
- Strong written and verbal communication skills; ability to draft
correspondence, reports, and presentations with accuracy and
professionalism.
- High degree of discretion, integrity, and confidentiality in
handling sensitive matters
- Advanced proficiency in Microsoft Office Suite (Word, Excel,
PowerPoint, Outlook) and collaboration tools (Teams, Zoom, SharePoint);
experience with expense reporting systems (e.g., Concur) is an advantage.
- Strong interpersonal and relationship-building skills with the
ability to interact effectively with staff at all levels and external
stakeholders across cultures
- Independent, resourceful, and proactive problem solver, with the
ability to anticipate needs and take initiative.
Preferred Qualifications:
- Three (3) years or more supporting executive level management
- Professional training or certification in Executive Assistance,
Project Management, or Office Administration is an asset.
- Experience working in a non-profit organization
- Fluency in French, Portuguese or Amharic is an added advantage
Why You’ll Love Working
with Us:
- Join an innovative, forward-thinking organization that values your
growth and ideas.
- Work within a supportive, collaborative environment.
- Make a meaningful impact on our strategic engagement and innovation
portfolio
- Enjoy a competitive salary and comprehensive benefits package.
- Benefit from the opportunity for global engagement.
How to Apply
