Executive Assistant to the CEO/ President

Job Description

Our client is looking for a highly skilled and experienced Executive Assistant to support the CEO/President of a dynamic non-profit organization that empowers women coffee farmers and their families. Since its founding in 2014, the organization has successfully helped smallholder producers build direct, meaningful relationships with coffee processors, importers, and roasters through a professionalized, market-based approach.

This role requires a proactive, highly organized, and detail-oriented individual with exceptional communication skills, sound judgment, and experience managing senior executive-level responsibilities in fast-paced environments.

Purpose of the Role

The Executive Assistant will act as the primary point of contact for internal and external stakeholders on all matters concerning the CEO/President. The role involves managing complex calendars, correspondence, communications, and overseeing special projects. This individual will be instrumental in ensuring the Office of the CEO operates smoothly and efficiently.

Key Responsibilities

1. Administrative Support

• Manage the CEO’s schedule, ensuring priority items are accommodated efficiently.
• Compose and manage confidential reports, letters, and complex documentation.
• Oversee daily administrative processes and ensure smooth operations.
• Handle sensitive and confidential information with utmost discretion.

2. Strategic Support

• Track and follow up on key organizational goals, deadlines, and initiatives.
• Conduct research and manage issues or concerns addressed to the CEO.
• Process budgets, expense reports, and procurements for the CEO’s office.
• Draft reports, correspondence, and strategic documents as needed.

3. Meeting Coordination

• Schedule and coordinate executive-level and board meetings.
• Prepare agendas, distribute meeting materials, and ensure compliance with bylaws.
• Take part in meetings as needed and document key action points and decisions.
• Support the coordination of executive off-sites and organization-wide meetings.
  

4. Project Support

• Monitor the progress of key organizational projects and report back to the CEO.
• Provide research and data to support CEO decision-making.
• Collaborate with the Strategy & Sustainability team on outreach activities.
• Maintain and cultivate important stakeholder relationships.

5. Communication Management

• Represent the CEO in internal and external communications when necessary.
• Draft, summarize, and prepare briefings for CEO engagements.
• Liaise effectively between the CEO and internal departments.
• Manage official communications with the Board of Directors.

6. Travel and Event Coordination

• Organize travel logistics for domestic and international trips for the CEO and board members.
• Prepare materials and manage event logistics where the CEO is a speaker or guest.

7. Office and Team Coordination

• Manage credit card use and procurement needs for the CEO’s office.
• Handle expense tracking and ensure all reporting is accurate and timely.
• Stay up to date on company systems, history, values, and mission.

8. Other Duties

• Perform additional responsibilities as assigned in line with the role.

Qualifications & Experience

Academic Background:

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

Experience:

• Minimum of 6 years of relevant experience, with at least 2 years in a managerial or executive support role in a busy or similar organization.

Key Competencies

Technical Skills

• Exceptional verbal and written communication.
• Strong organizational, project, and stakeholder management abilities.
• Proficient in MS Office Suite and familiar with project management tools.
• Experience with virtual meeting platforms (Zoom, Teams, etc.).

Behavioral Competencies

• Customer-focused with excellent interpersonal skills.
• Innovative, results-driven, and action-oriented.
• Tech-savvy and able to leverage tools to improve efficiency.
• Strategic mindset with the ability to think ahead.
• Builds effective teams and networks.

Key Performance Indicators (KPIs)

• CEO calendar managed without scheduling conflicts.
• Timely preparation and accuracy in meeting agendas and materials.
• Response to CEO-related inquiries within 4 hours during business hours.
• All travel booked 72+ hours in advance with no last-minute changes.
• Reports and presentations error-free and delivered on time.
• Timely follow-up on CEO’s delegated tasks.
• Flawless coordination of CEO’s events and logistics.
• Strict confidentiality on all sensitive matters.
• High satisfaction from internal and external stakeholders in working with the CEO’s office.

How to Apply:

Send your CV and cover letter to:
📧 hr@sharpenjobs.com
📧 Copy to: rosy@sharpenjobs.com and dekegai@sharpenjobs.com

Only shortlisted candidates will be contacted for interviews.