Executive Assistant to the CEO at Malala Fund

What does this position do?

• The Executive Assistant (EA) to the CEO provides high-level administrative and operational support, ensuring the effective day-to-day functioning of the Office of the CEO. This role manages complex scheduling, travel, and meeting preparation to enable the CEO to operate with focus and efficiency.
• Working in close partnership with the Chief of Staff, the EA helps maximize the CEO’s time by ensuring engagements are well-prioritized, prepared, and executed. The EA serves as a key coordination point across the organization and with external stakeholders, maintaining strong systems, attention to detail, and operational discipline.
• A logistical powerhouse, the EA keeps the CEO on track and ensures operations run smoothly in a fast-paced, mission-driven environment. The role requires exceptional organization, proactivity, discretion, and sound judgment.

Duties and Responsibilities

CEO Calendar & Scheduling

• Manage a dynamic and complex calendar of internal and external meetings for the CEO.
• Prioritize requests and resolve scheduling conflicts in coordination with the Chief of Staff.
• Ensure appropriate preparation time, travel considerations, and follow-up between engagements.
• Anticipate shifting priorities and adjust schedules accordingly.

Travel & Logistics

• Plan and coordinate detailed international travel itineraries for the CEO.
• Book flights, accommodations, and transportation.
• Prepare comprehensive travel agendas and briefing materials.
• Coordinate logistics for travel-related meetings and engagements.
• Troubleshoot travel issues to ensure smooth execution.

Meeting Preparation

• Coordinate agendas and compile pre-read materials for CEO meetings.
• Track and follow up on preparation materials to ensure readiness.
• Maintain systems and standard operating procedures for meeting preparation.

Board Coordination

• Coordinate scheduling and logistics for Board and Committee meetings.
• Support board member travel and meeting arrangements as needed.
• Manage the board platform (e.g., OnBoard) in partnership with the Chief of Staff.

Office Operations & Administrative Systems

• Process and track CEO expense reports (e.g., Concur).
• Maintain organized files and documentation for the CEO and Board.
• Manage CEO contacts and relationship records (e.g., Salesforce).
• Maintain document management systems and file architecture.
• Partner with the Chief of Staff to track CEO priorities and to-do lists.
• Support monitoring of the CEO Office budget and track related expenses.

Events & Special Projects

• Provide logistical and administrative support for events and special projects on an as needed basis.

Organisational Values

• Upholds the values of Malala Fund.
• Actively contributes to a diverse, equitable, and inclusive workplace.
• Maintains the highest standards of safeguarding and professional conduct.
• Demonstrates discretion, diplomacy, and responsiveness.
• Models transparency and serves as a resource across the organization.
• Promotes a culture of learning, collaboration, and continuous improvement.

What you bring to us and the role!
Essential

• Significant experience supporting senior executives or leadership teams.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, discretion, and sound judgment.
• Experience coordinating complex scheduling and travel logistics.
• Strong attention to detail and ability to maintain systems and processes.
• Experience with CRM systems (e.g., Salesforce), expense tools (e.g., Concur), and board platforms.