Executive Assistance at Ubulu Africa

Overview

• This role sits at the centre of everything - strategy, operations, programmes, and people. 
• The person who takes it on will work directly with the Founder & CEO of Ubulu Africa across a portfolio that spans venture building, international development, policy advisory, and digital innovation at scale.
• If you are someone who finds genuine satisfaction in making complex things work smoothly, who can hold multiple threads without dropping any, and who wants to contribute to something that matters beyond the day-to-day, apply here.

About the Role

• You will be the CEO’s closest operational partner. 
• Your job is to protect his focus, extend his capacity, and ensure that nothing important falls through the cracks, whether that is a high-stakes partner meeting, a programme deliverable, or a travel itinerary that needs to work seamlessly across time zones.
• This is equal parts strategic and operational. 
• You will be expected to think ahead, exercise judgment independently, and take ownership of your brief. 
• You will also be expected to follow through with discipline and precision on the details that make the difference between good and excellent.

What You Will Do 
Executive & CEO Support:

• Manage the CEO’s calendar, including coordinating meetings, travel blocks, and strategic time allocation across multiple active workstreams.
• Handle correspondence on the CEO’s behalf: drafting, sending, and following up on emails with professionalism and appropriate tone.
• Prepare briefing notes, meeting agendas, and supporting materials ahead of every engagement.
• Provide a typed daily schedule at the start of each day and manage real-time adjustments as they arise.
• Track action items from meetings and ensure timely follow-through on all pending decisions.
• Send well-timed reminders: one day in advance for physical meetings, 30 to 60 minutes before virtual sessions, and at least one week ahead of travel-related engagements.
• Apply strategic scheduling discipline during travel, protecting the primary purpose of each trip while accommodating key engagements where possible.

Programme, Operations & Administrative Coordination:

• Coordinate local and international travel: flights, accommodation, airport transfers, and full itinerary management.
• Engage vendors and service providers for logistics, events, and operational needs; request and compare quotations where applicable.
• Support recruitment coordination: posting vacancies, collating and reviewing applications, scheduling interviews, and managing candidate communications.
• Prepare and track internal schedules and reports with accuracy and within agreed deadlines.
• Maintain well-organised records and filing systems using consistent naming conventions.
• Provide general administrative coordination across teams, tracking pending actions and ensuring timely follow-through.
• Provide coordination support for active programmes and engagements, including logistics, scheduling, and stakeholder communication.
• Monitor programme milestones, flag upcoming deadlines, and support internal teams in meeting delivery targets.
• Assist with the coordination of application processes, selection committees, and participant onboarding as required.

Who You Are

• You are a sharp executor. 
• You follow through, every time, without needing to be chased.
• You think strategically. 
• You anticipate what is coming, read the context, and act before you are asked.
• You are genuinely organised, and you find satisfaction in systems that work well, not just activity.
• You communicate clearly and confidently, in writing and in person, and you can calibrate your tone for different stakeholders.
• You are discreet. 
• You will be trusted with sensitive organisational, strategic, and commercial information, and you treat that trust seriously.
• You thrive in a fast-paced, multi-stakeholder environment where priorities shift and judgment matters.
• You care about the work.
• Ubulu Africa’s mission resonates with you, and you want to be part of building it.
• You have sense.
• What You Bring
• Demonstrable experience supporting a senior executive in a fast-paced organisation.
• Strong written and verbal communication skills, with the ability to draft professional correspondence independently.
• Excellent command of Google Workspace: Calendar, Meet, Drive, Docs, Sheets, and related tools.
• High attention to detail and the ability to manage multiple concurrent priorities without losing quality.
• An understanding of, or genuine curiosity about, the innovation and technology ecosystem in Africa.
• A Degree or equivalent qualification; a background in business administration, management, communications, or a related field is advantageous.

Why This Role

• This is a front-row seat to some of the most consequential innovation work happening on the continent right now. 
• You will work across programmes, partners, and geographies. 
• You will be trusted with real responsibility from day one. 
• You will grow, be challenged, and contribute to work that has genuine impact.
• The right person will grow with us, contribute with purpose, and thrive in the process.
• If you are ready to bring your best, this is where you belong.