Executive Assistant To Chief Executive Officer

We are seeking a highly organized and proactive Executive Assistant to take ownership of a global, high-profile monthly webinar series and provide administrative support to the CEO. This role is ideal for someone who thrives in fast-paced environments, is detail-oriented, and has strong communication and coordination skills. You will interact with senior stakeholders including Ministry of Health officials, WHO representatives, public health leaders, and donors.

Role & responsibilities

1. Meetings & Scheduling Support

• Manage the CEOs calendar, including scheduling, rescheduling, and flagging potential conflicts
• Prepare and edit correspondence, presentations, and reports
• Anticipate needs and ensure the CEO is well-prepared for meetings and engagements
• Coordinate logistics for board meetings: scheduling, confirmations, agenda and material preparation, minute-taking, and follow-up
• Support leadership and team meetings with scheduling, documentation, and action-item tracking
• Ensure timely communication and distribution of meeting-related documents

2. Event Organization & Management

• Plan and execute events (online webinars, workshops, partner convenings, and in-person meetings) end-to-end: scheduling, speaker prep, hosting, recording, and follow-up
• Manage event promotion via mailing lists, social media, and website updates
• Coordinate with designers and content creators to maintain event-related assets and webpages
• Collect feedback, track attendance, and prepare reports and analytics
• Organize internal team meetings with the CEO

3. Travel & Logistics

• Arrange travel for the CEO and leadership team, including flights, accommodations, transport, and visas
• Prepare detailed itineraries and travel documentation
• Process and reconcile travel and expense reports in a timely manner

4. Reporting & Documentation

• Prepare monthly, quarterly, and annual organizational reports
• Draft and circulate trip reports, expense claims, and reimbursement forms
• Maintain organized filing systems for records, reports, and confidential documents

5. General Support

• Provide day-to-day administrative support to ensure smooth operations
• Liaise with internal teams and external stakeholders on behalf of the CEO
• Jump in to support the CEO with ad-hoc tasks, special projects, and urgent priorities as they arise
• Adapt quickly to shifting needs, whether coordinating with donors, supporting program teams, or troubleshooting operational challenges
• Handle confidential information with discretion
• Serve as a flexible problem-solver and trusted partner to the CEO in ensuring organizational goals are met

Preferred candidate profile

Must:

Education:

• Bachelors degree in Business Administration, Communications, or a related field; a degree in Research, Analytics, or Social Sciences is a plus.

• Experience:

• 35 years of experience in an Executive Assistant or similar role, with a focus on project management.

• Skills:

• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), project management tools, and online research databases.
• High level of discretion in handling confidential information.
• Ability to work independently and make informed decisions.
• Detail-oriented with exceptional organizational and multitasking abilities.