Executive Assistant at Slum2School Africa

Job Summary

• The Executive Assistant (EA) will provide high-level administrative and strategic support to the Executive Director (ED).
• This includes managing schedules, preparing communications and reports, supporting project follow-through, and coordinating engagements with internal and external stakeholders.
• The EA serves as a key liaison across teams and ensures the ED's office runs efficiently and effectively.

Key Areas of Accountability

• Serve as a central communication liaison, ensuring seamless interaction with internal and external stakeholders.
• Coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Efficiently manage the Executive Director’s calendar, scheduling, and correspondence.
• Draft, edit, and prepare high-quality documents, reports, and presentations.
• Work with the Executive Director to drive partnership conversations
• Support high level fundraising activities
• Manage organizational administrative and operational activities
• Develop and maintain an organized documentation and filing system for easy access to critical information.
• Oversee logistical arrangements for organizational and executive needs.
• Plan and manage travel logistics, including bookings, itineraries, and travel-related problem-solving.
• Coordinate speaking engagements, conferences, and events, ensuring preparedness and professionalism.
• Manage post-event activities such as feedback collection and stakeholder follow-up.
• Research, draft, schedule, book and design presentation materials tailored to specific conferences, audiences andevents.
• Collaborate on speech scripts and talking points to ensure effective delivery.
• Provide logistical and content support to maximize the impact of engagements.
• Schedule and coordinate board meetings, including agenda preparation and minute-taking.
• Facilitate communication and engagement between the Executive Director and board members.
• Manage relationships with key stakeholders, donors, and partners, maintaining consistent follow-up and recordkeeping.
• Handle sensitive and confidential information with discretion and integrity.
• Represent the Executive Director and the organization with professionalism at meetings and events.
• Uphold the organization’s values and standards in all interactions and communications.
• Assist with tracking organizational goals and performance metrics.
• Support the planning and execution of special projects and initiatives.
• Monitor and evaluate the outcomes of strategic activities, aligning them with broader goals.
• Utilize digital tools for scheduling, documentation, and communication to improve efficiency.
• Identify and implement technology solutions to streamline operations.
• Manage expense reports, budgets, and resource allocations to ensure compliance and cost-effectiveness.

Qualification and experience

• Bachelor’s Degree in Business Administration, Public Administration, or in a related field is required. A higher Degree, such as a Master’s or a relevant program management certification, is an added advantage.
• 4+ years of professional experience in an administrative role reporting directly to upper management.
• Membership of a recognized professional body is an added advantage.
• Proven experience as an Executive Administrative Assistant, Chief of Staff, Senior Executive Assistant or in other secretarial positions.
• Excellent knowledge of MS Office Suites.
• Full comprehension of office management systems and procedures.

Skills and competencies:

• Strategic Thinking: Ability to approach problems analytically, developing data-driven solutions that align with organizational objectives.
• Relationship Management: Excellent interpersonal skills, capable of building rapport and influencing others to achieve desired outcomes.
• Time Management: Exceptional organizational skills, with the ability to juggle multiple projects and deadlines effectively.
• Confidentiality: Strong commitment to maintaining confidentiality and handling sensitive information with integrity.