Job Details

Job Description

Job Purpose

The Executive Assistant to the CEO will provide high-level administrative and strategic support to the CEO, including managing board matters, coordinating key projects, and acting as a central

communication hub. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information effectively to ensure smooth operations at the executive level.

Key Responsibilities

1. Board Liaison and Coordination

– Prepare, distribute, and maintain board documents and agendas, including minutes, reports, and briefing materials for the CEO.

– Follow up on board action items, ensuring timely responses and updates to board members on behalf of the CEO.

– Schedule and coordinate board meetings, including logistics, travel arrangements, and accommodation for board members when necessary.

2. Executive Support and CEO Liaison

– Manage the CEO’s calendar, including scheduling meetings, prioritizing appointments, and ensuring that the CEO is adequately prepared for all engagements.

– Act as the primary point of contact for internal and external stakeholders on behalf of the CEO, maintaining high standards of professionalism and confidentiality.

– Draft, edit, and manage correspondence, presentations, and reports for the CEO.

3. Project Management and Strategic Initiatives

– Support the CEO in managing high-priority projects, tracking milestones, and coordinating with various departments to ensure alignment with organizational goals.

– Conduct research and gather data for strategic initiatives, preparing summaries and recommendations for CEO decision-making.

– Assist with the implementation of key initiatives, following up on project progress and helping resolve any bottlenecks.

4. Event Planning and Coordination

– Plan and coordinate events on behalf of the CEO, including staff gatherings, donor meetings, and conferences.

– Oversee travel logistics for the CEO and accompanying team members, including itinerary planning and accommodation arrangements.

5. Administrative and Financial Support

– Oversee expense tracking and budgeting for the CEO’s office, preparing financial reports and handling reimbursements in line with organizational policies.

– Manage confidential files, contracts, and records, ensuring accurate organization and compliance with data protection standards.

6. Communication and Internal Coordination

– Serve as the communication bridge between the CEO’s office and internal teams, ensuring clear and efficient information flow.

– Facilitate communication with stakeholders, donors, and partners on behalf of the CEO, helping to strengthen Pestalozzi World’s external relationships.

7. General Administrative Duties

– Support daily administrative needs, such as handling phone calls, emails, and other correspondence for the CEO.

– Proactively identify and address organizational needs to ensure smooth operations within the executive office.

Qualifications and Skills

-Educational Background : Bachelor’s degree in Business Administration, Communications, or a related field.

– Experience : Minimum of 5 years in an executive support role, with experience supporting senior leadership in a non-profit or corporate setting preferred.

Skills :

– Exceptional organizational, communication, and interpersonal skills.

– Proficiency in Microsoft Office Suite, project management tools, and virtual meeting platforms.

– High level of professionalism, discretion, and ability to handle confidential information.

– Strong writing and editing skills for drafting correspondence and preparing reports

Attributes

– Demonstrates strong alignment with Pestalozzi World’s values of respect, integrity, and commitment to service.

– Proactive, adaptable, and capable of working independently in a fast-paced environment.

– Detail-oriented with a strong capacity for prioritization and multitasking.

• If you have the job requirements, qualifications, attrributes and skills, send your CV and cover letter to [email protected], do not send qualifications at this stage