Executive Assistant to the CEO/President at Sustainable Growers Rwanda

Job Description

Job Summary

Sustainable Growers Rwanda (SGR) is a non-profit organization that supports women coffee farmers and their families to become more professionalized and market- based skilled to increase their family incomes through professional training approach to growing and trading specialty coffee, so they can form direct, productive relationships with coffee processors, importers and roasters. Established in 2014, Sustainable Growers has a strong track record for connecting actors along the value chain, to facilitate deep and global partnerships between small holder producers and their customers. Executive Assistant open role.

This role will be responsible to serve as the primary point of contact for internal and external relations on all matters pertaining to the Office of the CEO/ President while managing complex calendars, correspondence, and serving as a key liaison between the different entities of SGR and oversee special projects under this office.

Key Duties & Responsibilities

• Administrative Support
  • Plan, coordinate and ensure the CEO’s schedule is followed and respected while being agile to include any urgent matters for the CEO’s attention
  • Compose and prepare confidential correspondence, reports and other complex documents
  • Oversee administrative processes, ensuring the CEO’s office operates efficiently
  • Handle sensitive information with discretion and professionalism.
• Strategic Support
  • Assist the CEO in tracking key organizational goals, initiatives, and deadlines.
  • Keep the CEO informed of critical tasks and deadlines, helping prioritize activities.
  • Provide input on processes to improve the CEO office’s efficiency and effectiveness.
  • Carry out research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature and determine an appropriate course of action, referral, or response
  • Assist with managing the CEO’s office budget, processing expenses, and overseeing procurement.
  • Draft correspondence, reports, and strategic documents for the CEO’s review and approval.
• Meeting Coordination
  • Schedule and coordinate executive and Board meetings, ensuring proper preparation and logistics.
  • Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper formats
  • Coordinate the development of the agenda of senior management team meetings and off-sites, and all staff meetings
  • Create reports, presentations, and briefing materials for meetings and events.
  • Document key discussions and action items during meetings and follow up on assigned tasks.
• Project Support
  • Monitor key projects, track progress, and provide regular updates to the CEO.
  • Conduct research on strategic topics or potential opportunities for the CEO’s decision-making.
  • Gather and organize information for regular reporting to the board or donors.
  • Collaborate with the Strategy and Sustainability team in coordinating the President’s outreach activities for the numerous programmes under SGR NGO and Social Enterprise
  • Follow up on contacts made by the President and support the cultivation of ongoing relationship
  • Create reports, presentations, and briefing materials for meetings and events.
• Communication Management
  • Communicate directly, and on behalf of the CEO/ President, with Board members, donors, staff, and others, on matters related to CEO’s programmatic initiatives
  • Act as a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
  • Closely collaborate with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
  • Summarize critical information and prepare briefings for the CEO before meetings or events.
  • Respond to inquiries and represent the CEO’s office in communications when required
  • Act as a liaison between the CEO and internal/external stakeholders, ensuring effective communication.
  • Compose and edit correspondence on behalf of the CEO and coordinate the follow-up and outreach to key individuals for timely actions
  • Serve as the President’s administrative liaison to the SGR’s board of directors by communicating in a timely manner on updates required
• Travel and Event Coordination
  • Arrange travel itineraries, accommodations, and logistics for the CEO’s domestic and international trips.
  • Prepare materials and coordinate logistics for events where the CEO is participating or speaking.
  • Provide logistical support to the SGR board members with travel arrangements, lodging, and meal planning as needed
• Office and Team Coordination
  • Manage all corporate credit cards and handle procurement for the office of the President and CEO
  • Prepare, review, track and process all expense reports and reimbursements
  • Remain knowledgeable of corporate policies, systems, organizational history, goals, philosophies and mission.
• Perform any other duties that may be assigned

Educational Qualifications, Experience, & Skills Required

• A Bachelor’s Degree in one of the following fields; Business Administration, Communications, or a related field
• A Master’s degree in any of the following fields: Business Administration, Communications, Law, Finance, Commerce, or a related field will be an added advantage
• At least 6 years relevant experience, 2 of which should have been in a managerial role in a similar organisation or busy function
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Impeccable project management and stakeholder management skills
• Experience with project management tools and virtual meeting platforms
• Proficiency in MS Office and data analysis tools

Behavioural Competencies

• Customer Focus
• Cultivate Innovation
• Drives Results
• Collaborates
• Action Oriented
• Technology Savvy
• Strategic Mindset
• Drive vision & purpose
• Business Insight
• Build networks
• Builds effective teams

Key Performance Indicators (KPIs)

• Ensure on-time management of the CEO’s calendar, with zero scheduling conflicts and optimal time allocation.
• Achieve accuracy in scheduling and preparing for meetings, including the timely distribution of agendas and materials.
• Maintain a response time of under 4 hours for all CEO-related emails and phone inquiries during business hours
• Complete travel bookings (flights, accommodations, itineraries) at least 72 hours in advance with no errors or last-minute changes.
• Ensure all documents (reports, presentations, etc.) are prepared with zero errors and delivered on time, meeting CEO’s quality standards.
• Follow-up for tasks delegated by the CEO, ensuring all deadlines are met and progress is reported.
• Successfully manage CEO’s events with zero logistical issues, including on-time preparation and smooth execution.
• Maintain confidentiality on all sensitive and confidential matters, with no breaches or leaks of information.
• Achieve satisfaction from internal and external stakeholders on communication and coordination with the CEO’s office.

Application Procedure

Interested candidates should send their CV and a cover letter explaining their suitability for the role to hr@sharpenjobs.com with the subject line: “Application – Executive Assistant the CEO/President.”

Deadline: 4th March, 2026.

Only shortlisted candidates will be contacted.