Executive Assistant to the CEO/President

Job Description

Position: Executive Assistant to the CEO/President
Location: Kigali
Status: Full-Time
Reports to: CEO/President

Organizational Overview

Our client is a non-profit organization that empowers women coffee farmers and their families to become professionalized, market-ready producers of specialty coffee. Since its establishment in 2014, the organization has provided hands-on training and fostered direct partnerships between smallholder farmers and key stakeholders across the value chain, including processors, importers, and roasters. Their goal is to elevate farmer incomes through access to better markets and stronger global networks.

Purpose of the Job

The Executive Assistant will serve as the primary point of contact for internal and external stakeholders on all matters related to the Office of the CEO/President. This role requires high-level administrative support, strategic coordination, calendar management, and involvement in special projects. The role demands discretion, professionalism, and strong communication skills.

Main Responsibilities

1. Administrative Support

• Manage the CEO’s schedule, ensuring efficiency and prioritization of urgent matters.
  
• Draft and manage confidential correspondence, reports, and documentation.
  
• Maintain smooth operations of the CEO’s office by streamlining administrative workflows.
  
• Handle sensitive information with the utmost confidentiality and professionalism.
  

2. Strategic Support

• Track organizational goals and support CEO in prioritizing initiatives.
  
• Research and follow up on sensitive matters, providing strategic recommendations.
  
• Support budget management, expense reporting, and procurement for the CEO’s office.
  
• Draft strategic documents and assist with decision-making material.
  

3. Meeting Coordination

• Organize executive and board meetings, ensuring proper preparation and logistics.
  
• Support the executive team and ensure compliance with governance policies.
  
• Prepare agendas, reports, and presentations for internal and external meetings.
  
• Record and follow up on action points and meeting outcomes.
  

4. Project Support

• Monitor progress of special projects and keep the CEO updated.
  
• Conduct research and compile information for strategic discussions.
  
• Coordinate outreach efforts and ensure follow-up on engagements led by the CEO.
  
• Prepare reports for the board, partners, and donors.
  

5. Communication Management

• Communicate on behalf of the CEO with board members, donors, staff, and partners.
  
• Serve as a communication bridge between departments and the Office of the CEO.
  
• Summarize critical information and prepare briefings for meetings.
  
• Draft and respond to key communications, ensuring timely follow-up.
  
• Maintain professional relationships with all stakeholders.
  

6. Travel and Event Coordination

• Organize local and international travel logistics for the CEO.
  
• Plan events involving the CEO, ensuring all materials and logistics are well-managed.
  
• Support board members’ travel and accommodation needs, when required.
  

7. Office and Team Coordination

• Manage credit card usage and handle procurement for the CEO’s office.
  
• Process reimbursements and expense reports.
  
• Stay informed on company policies, structure, and strategic goals.
  

8. Other Duties

• Perform other responsibilities as assigned to support the Office of the CEO.

Required Qualifications, Knowledge, and Experience

Academic Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field.
  
• Master’s degree in Business, Communications, Finance, Law, or related field is an advantage.
  

Experience

• Minimum of 6 years of relevant experience, including at least 2 years in a managerial or high-level executive support role within a busy organization.

Key Competencies

Technical Competencies

• Excellent communication (written and verbal) skills.
  
• Strong organizational, multitasking, and time management capabilities.
  
• Project and stakeholder management skills.
  
• Proficiency in Microsoft Office and data analysis tools.
  
• Experience with project management systems and virtual communication tools.
  

Behavioral Competencies

• Customer Focus
  
• Cultivates Innovation
  
• Drives Results
  
• Collaborates Effectively
  
• Action-Oriented
  
• Technology-Savvy
  
• Strategic Thinking
  
• Vision-Driven
  
• Business Insight
  
• Networking Skills
  
• Builds High-Performing Teams

Key Performance Indicators (KPIs)

• 100% on-time calendar management and zero scheduling conflicts.
  
• Meeting agendas and materials prepared at least 48 hours in advance.
  
• All emails and phone inquiries responded to within 4 business hours.
  
• All travel arrangements completed 72 hours in advance with no errors.
  
• Reports and presentations delivered on time and error-free.
  
• Tasks assigned by the CEO followed up with timely updates and completion.
  
• All events involving the CEO executed with seamless logistics.
  
• Maintain full confidentiality on all sensitive matters.
  
• Positive feedback from stakeholders regarding communication and coordination.

How to Apply

Interested candidates who meet the qualifications and competencies outlined above are invited to submit their CV and a detailed cover letter to hr@sharpenjobs.com, with a copy to rosy@sharpenjobs.com.

Only shortlisted candidates will be contacted for interviews.