Executive Assistant - CEO's Office

We are looking for a highly proactive, execution-oriented Executive Assistant who can independently drive priorities, coordinate strategic initiatives, and ensure seamless execution across the organization.

This is not a traditional Executive Assistant role focused only on scheduling meetings and managing calendars. This is a CEO Office role for someone who enjoys taking ownership, solving problems, coordinating multiple stakeholders, and ensuring that strategic decisions are translated into measurable outcomes.

The successful candidate will work directly with the CEO while operating independently to ensure organizational priorities move forward efficiently. The role also includes supporting the CEO's professional brand through executive communications, thought leadership, and external engagement.

Key Responsibilities

CEO Office Management

• •Manage the CEO's calendar, meetings, travel, and executive priorities.
• •Prepare daily schedules, briefing notes, and meeting materials.
• •Coordinate domestic and international travel arrangements.
• •Maintain confidential executive records and correspondence.

Strategic Execution

• •Translate the CEO's priorities into actionable plans.
• •Coordinate implementation across departments.
• •Track key organizational initiatives and ensure timely completion.
• •Follow up with department heads on agreed deliverables.
• •Maintain action trackers, dashboards, and progress reports.
• •Escalate risks and delays proactively.

Project Management

• •Coordinate cross-functional strategic projects.
• •Develop implementation plans and milestone trackers.
• •Monitor project timelines and deliverables.
• •Ensure accountability across teams.
• •Prepare project status reports for the CEO.

Meeting & Governance Support

• •Organize Leadership Team, Board, and Committee meetings.
• •Prepare agendas, presentations, and background documents.
• •Record minutes and monitor action item closure.
• •Support governance and compliance documentation.

Executive Communication

• •Draft executive emails, speeches, presentations, reports, and official correspondence.
• •Coordinate communication with Board Members, donors, corporate partners, government officials, and senior stakeholders.
• •Prepare briefing documents for meetings and events.

CEO Personal Branding & Thought Leadership

• •Manage the CEO's personal branding calendar.
• •Coordinate LinkedIn content, articles, blogs, newsletters, and thought leadership initiatives.
• •Support speaking engagements, conferences, podcasts, interviews, and media interactions.
• •Coordinate executive award nominations and profile submissions.
• •Work with the Marketing & Communications team to strengthen the CEO's public profile.
• •Track branding metrics and executive visibility.

Stakeholder Management

• •Coordinate with internal leadership teams and external stakeholders.
• •Build strong working relationships across departments and partner organizations.
• •Ensure timely follow-up on commitments made by the CEO.

Documentation & Reporting

• •Maintain executive dashboards and organizational trackers.
• •Prepare analytical reports and presentations.
• •Maintain digital filing systems and confidential documentation.
• •Generate periodic reports for decision-making.

Qualifications

• •Bachelor's degree in Business Administration, Management, Commerce, Communications, or a related discipline.
• •Postgraduate qualification is desirable.
• •Project Management or Executive Assistant certification will be an added advantage.

Experience

• •5–8 years of experience supporting a CEO, Founder, Managing Director, Executive Director, or CXO.
• •Experience in NGOs, consulting firms, startups, or high-growth organizations is preferred.
• •Demonstrated experience in project coordination, executive communications, and stakeholder management.