Executive Assistant/Research Associate to the Managing Director (MD)
Job Description
Sharpen Jobs Is Recruiting an Executive Assistant/Research Associate to the Managing Director(MD)
Job Title: Executive Assistant/Research Associate to the Managing Director (MD)
Reports to: Managing Director (MD)
Location: Kigali, Rwanda
Employment Type: Full-time Company: Sharpen Jobs
About The Role
The Executive Assistant/Research Associate provides high-level executive, administrative, and research support to the Managing Director (MD). The role is designed to optimize leadership effectiveness, ensure seamless execution of executive priorities, and support a research-driven thought leadership agenda that includes book authorship, mixed-methods research (quantitative and qualitative), academic and practitioner publications, and executive interviews.
The role works closely with publishers, editors, and journals to support the end-to-end publication process, requiring strong coordination, editorial discipline, confidentiality, and professional judgment.
Key Roles and Responsibilities
A. Executive & Administrative Support
● Manage the Managing Director’s calendar, appointments, meetings, and travel schedules to maximize time efficiency and strategic focus.
● Screen, prioritize, and manage emails, calls, and correspondence, ensuring timely follow-up and response.
● Prepare, edit, and format professional documents including reports, proposals, presentations, contracts, briefing notes, manuscripts, and executive summaries.
● Maintain secure and well-structured document management and filing systems (digital and physical).
● Track executive priorities, deadlines, and action items across multiple businesses, projects, and engagements.
● Support day-to-day organization of the Managing Director’s work environment to enhance productivity.
B. Meeting,Diary&Logistics Management
● Coordinate internal and external meetings including management, board, client, and stakeholder engagements.
● Prepare meeting agendas, briefing packs, and background materials.
● Attend meetings when required, take accurate minutes, track action points, and follow up on execution.
● Arrange local and international travel, including flights, accommodation, visas, itineraries, and meeting schedules.
● Coordinate logistics for conferences, workshops, training, speaking engagements, and executive events.
C. Communication&Stakeholder Coordination
● Act as a primary liaison between the Managing Director and internal teams, clients, partners, publishers, editors, journals, board members, and external stakeholders.
● Draft, review, and manage professional correspondence on behalf of the Managing Director.
● Ensure all communication reflects professionalism, leadership tone, and organizational branding.
D. Research Coordination & Knowledge Management
● Support the design, coordination, and execution of research projects for books, research papers, policy briefs, and thought leadership publications.
● Conduct and support literature reviews, synthesis of academic and practitioner sources, and background research.
● Assist in the development of research tools including questionnaires, interview guides, discussion guides, and consent forms.
● Organize and maintain structured repositories for datasets, transcripts, references, drafts, and working papers.
E. Quantitative & Qualitative Research Support
Quantitative Research
● Coordinate survey administration and data collection processes.
● Support data cleaning, organization, and preliminary analysis using Excel, SPSS, or similar tools.
● Compile quantitative findings into tables, charts, summaries, and draft analytical narratives.
Qualitative Research
● Coordinate and conduct interviews and focus group discussions where delegated.
● Transcribe interviews and discussions accurately.
● Code, summarize, and synthesize qualitative data into themes, insights, and analytical briefs.
F. Executive Interviews & Fieldwork
● Identify, invite, and coordinate interviews with business executives, senior leaders, policymakers, and industry experts.
● Manage interview scheduling, confirmations, consent processes, and interview logistics.
● Attend interviews with the Managing Director, take comprehensive notes, and document insights accurately.
● Independently conduct interviews when assigned, ensuring professionalism, ethical compliance, and high-quality data capture.
● Compile interview outputs into structured interview reports and thematic summaries for use in books and publications.
G. ResearchWriting,Publishing &Editorial Coordination
● Support the drafting and structuring of books, chapters, research papers, working papers, and practitioner articles.
● Workclosely with publishers, editors, and journals throughout the publication lifecycle, including:
o Manuscript submission and tracking o Editorial feedback coordination
o Proofreading and revision management
o Publication timelines and approvals
● Assist with manuscript formatting, referencing (Harvard / APA as required), editing, and version control.
● Track peer-review feedback, revision cycles, and final publication milestones.
● Coordinate communication between the Managing Director, publishers, editors, and research collaborators to ensure timely and high-quality outputs.
H. Project&Task Coordination
● Track priority projects, research milestones, and special assignments delegated by the Managing Director.
● Follow up with internal teams, researchers, and collaborators to ensure timely delivery of outputs.
● Support coordination of confidential and strategic initiatives.
I. Confidentiality, Ethics & Professional Discretion
● Handle sensitive executive, research, and unpublished intellectual work with absolute confidentiality.
● Support adherence to ethical research standards, including informed consent, data protection, and intellectual property management.
● Exercise sound judgment, discretion, and professionalism at all times.
Key Performance Indicators (KPIs)
● Effectiveness of diary, meeting, and time management
● Quality, accuracy, and timeliness of research coordination and documentation
● Depth and clarity of interview notes, transcripts, and research summaries
● Effectiveness of coordination with publishers and adherence to publication timelines
● Contribution to timely completion of books and research publications
● Stakeholder satisfaction, confidentiality, and professionalism
Required Qualifications &Experience
Education
● Bachelor’s degree in Business Administration, Management, Economics, Social Sciences, Development Studies, Research Methods, or a related field.
● Postgraduate training or strong exposure to research methodologies is a strong advantage.
Experience
● Minimumof3–5 years’ experience as an Executive Assistant, Research Assistant, Research Officer, or similar role.
● Demonstrated experience supporting research, publishing, or knowledge-production projects.
● Prior exposure to working with publishers, editors, journals, or academic institutions is a strong advantage.
Key Competencies & Skills
● Strong understanding of quantitative and qualitative research methodologies
● Excellent interview, transcription, note-taking, and synthesis skills
● Strong analytical and critical thinking capability
● Exceptional organizational and time-management skills
● Excellent written and verbal communication skills
● Strong editorial awareness and attention to detail
● Proficiency in Microsoft Office and research/data tools (Excel, Word, PowerPoint; SPSS/NVivo is an added advantage)
● Ability to manage multiple executive, research, and publishing priorities simultaneously
Personal Attributes
● Highly organized, intellectually curious, and research-driven
● Proactive, reliable, and solution-oriented
● High level of integrity, confidentiality, and ethical awareness
● Comfortable engaging senior executives, editors, and publishers
● Strong commitment to excellence, learning, and knowledge creation
How to Apply
Interested candidates should send their CV and a cover letter to hr@sharpenjobs.com subject line: “Application–Executive Assistant.”
Deadline: 30th September, 2026
