Executive Assistant to the CEO
About The Position
The Executive Assistant (EA) to the CEO provides high-level administrative and operational support, ensuring the effective day-to-day functioning of the Office of the CEO. This role manages complex scheduling, travel, and meeting preparation to enable the CEO to operate with focus and efficiency. Working in close partnership with the Chief of Staff, the EA helps maximize the CEO’s time by ensuring engagements are well-prioritized, prepared, and executed. The EA serves as a key coordination point across the organization and with external stakeholders, maintaining strong systems, attention to detail, and operational discipline. A logistical powerhouse, the EA keeps the CEO on track and ensures operations run smoothly in a fast-paced, mission-driven environment. The role requires exceptional organization, proactivity, discretion, and sound judgment.
Requirements
- Significant experience supporting senior executives or leadership teams.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- High level of professionalism, discretion, and sound judgment.
- Experience coordinating complex scheduling and travel logistics.
- Strong attention to detail and ability to maintain systems and processes.
- Experience with CRM systems (e.g., Salesforce), expense tools (e.g., Concur), and board platforms.
Responsibilities
- Manage a dynamic and complex calendar of internal and external meetings for the CEO.
- Prioritize requests and resolve scheduling conflicts in coordination with the Chief of Staff.
- Ensure appropriate preparation time, travel considerations, and follow-up between engagements.
- Anticipate shifting priorities and adjust schedules accordingly.
- Plan and coordinate detailed international travel itineraries for the CEO.
- Book flights, accommodations, and transportation.
- Prepare comprehensive travel agendas and briefing materials.
- Coordinate logistics for travel-related meetings and engagements.
- Troubleshoot travel issues to ensure smooth execution.
- Coordinate agendas and compile pre-read materials for CEO meetings.
- Track and follow up on preparation materials to ensure readiness.
- Maintain systems and standard operating procedures for meeting preparation.
- Coordinate scheduling and logistics for Board and Committee meetings.
- Support board member travel and meeting arrangements as needed.
- Manage the board platform (e.g., OnBoard) in partnership with the Chief of Staff.
- Process and track CEO expense reports (e.g., Concur).
- Maintain organized files and documentation for the CEO and Board.
- Manage CEO contacts and relationship records (e.g., Salesforce).
- Maintain document management systems and file architecture.
- Partner with the Chief of Staff to track CEO priorities and to-do lists.
- Support monitoring of the CEO Office budget and track related expenses.
- Provide logistical and administrative support for events and special projects on an as needed basis.
- Upholds the values of Malala Fund.
- Actively contributes to a diverse, equitable, and inclusive workplace.
- Maintains the highest standards of safeguarding and professional conduct.
- Demonstrates discretion, diplomacy, and responsiveness.
- Models transparency and serves as a resource across the organization.
- Promotes a culture of learning, collaboration, and continuous improvement.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
