Purpose of the Role
The Executive Assistant (EA) to the CEO delivers high-level, forward-thinking, and discreet support to the Chief Executive Officer, the Board of Directors, and the Executive Team. Central to this role is managing correspondence and optimizing the CEO’s schedule to ensure seamless operations and engagements. The EA is tasked with proactively identifying needs, exercising strong decision-making, upholding unwavering professionalism and confidentiality, and fostering operational efficiency within the CEO’s Office.
Responsibilities involve collaboration with various teams and stakeholders, requiring clear communication and coordination across departments. The role necessitates seamless integration with organizational structures, ensuring alignment with overarching goals and reporting requirements. Effective relationship management is essential, as the position demands interaction with supervisors, peers, and cross-functional partners to drive project success and operational efficiency.
The Executive Assistant operates under the direct supervision of the CEO while working closely with the Chief of Staff, whose role includes aligning priorities and streamlining workflows throughout the Office of the CEO. Specifically, this arrangement entails:
Instructions, priorities, and daily tasks are primarily assigned by the CEO.
The Chief of Staff offers strategic direction on prioritization efforts, facilitates seamless coordination with the broader Office of the CEO, and—following consultation with the CEO—may delegate or reassign tasks as needed.
In instances where directives from the CEO and Chief of Staff seem contradictory, the Executive Assistant must obtain explicit clarification from the CEO.
The Executive Assistant serves as a pivotal liaison for the Board of Directors, Senior Management Committee, major donors, partners, and SFG staff throughout the organization, fostering professional and respectful stakeholder relationships while maintaining seamless communication channels.
We are seeking a highly motivated professional to assume responsibility for executing a comprehensive scope of work that encompasses critical operational and strategic duties. The ideal candidate will oversee key responsibilities including the management of cross-functional projects, ensuring adherence to established timelines and budget constraints. Additionally, the role requires the development and implementation of innovative solutions to enhance operational efficiency, as well as the leadership of initiatives aimed at driving organizational growth and sustainability. The position demands a proactive approach to problem-solving, exceptional communication skills, and the ability to collaborate effectively with diverse stakeholders across all levels of the organization.
Calendar Management: Oversee and maintain executive calendars with precision, ensuring optimal scheduling. Travel Coordination: Arrange domestic and international travel, including itineraries, accommodations, and expense management, while adhering to company policies. Correspondence Handling: Manage high-volume email and written communications, drafting responses, and prioritizing messages to facilitate efficient workflow. Additionally, prepare and distribute reports, memos, and presentations as required, maintaining confidentiality and professionalism in all interactions.
Responsible for overseeing and coordinating the CEO’s schedule with a proactive approach, ensuring appointments, meetings, and engagements are arranged and prioritized efficiently while resolving any conflicts promptly.
Coordinate the CEO’s domestic and international travel arrangements and accommodations, overseeing the development of detailed itineraries, securing necessary visas, and managing all associated logistical requirements.
Oversee the CEO’s correspondence by tracking, composing, drafting, prioritizing, and ensuring timely follow-ups on emails, letters, and other communications on the CEO’s behalf.
Ensure the CEO is thoroughly prepared for upcoming engagements by compiling and providing all necessary briefing materials, documents, and background information in advance.
The Office of the CEO receives dedicated assistance to ensure seamless executive operations and strategic alignment. This role involves providing high-level administrative support to senior leadership, facilitating communication, and coordinating critical initiatives. Responsibilities include managing schedules, preparing executive briefings, and acting as a liaison for internal and external stakeholders. Strong organizational skills and discretion are essential, as the position demands confidentiality and the ability to anticipate the CEO’s needs. Prior experience in a fast-paced corporate environment is preferred.
Organize and oversee meetings by coordinating logistics, preparing agendas, documenting minutes, and ensuring follow-up on action items.
Organize, locate, and manage corporate records, documents, and reports, ensuring efficient retrieval as needed.
Research and gather pertinent data to develop comprehensive documents and presentations, ensuring they are meticulously prepared for scrutiny by the Board, various committees, and the Executive Team.
Serve as the primary liaison between the CEO, senior management, the Board, major donors, and key partners, coordinating meeting schedules and ensuring meticulous follow-up on minutes and action items.
Assist the CEO in organizing and preparing for significant engagements, including high-profile events and critical meetings.
Act as the primary liaison between the CEO and internal team members, facilitating communication and ensuring alignment across departments.
The role involves fostering and strengthening relationships with board members, ensuring their active participation and alignment with organizational goals. Key responsibilities include organizing and facilitating board meetings, preparing comprehensive agendas and supporting materials, and providing updates on strategic initiatives. Additionally, the position requires managing board communications, maintaining accurate records of discussions and decisions, and coordinating follow-up actions to ensure accountability. The ideal candidate will possess strong interpersonal skills, exceptional organizational abilities, and a deep understanding of governance best practices to support effective board oversight and decision-making.
Serve as the primary point of contact between the board and operational teams regarding logistics and administrative functions, ensuring seamless communication and coordination.
Provide support in managing board communications, organizing board meetings, and maintaining associated documentation.
We provide steadfast operational support to ensure seamless business continuity and efficiency across all departments. This role involves troubleshooting operational issues, maintaining critical systems, and implementing process improvements to enhance productivity. Key responsibilities include monitoring system performance, resolving technical problems promptly, and collaborating with cross-functional teams to align operational strategies with business objectives. The ideal candidate will possess strong analytical skills, proficiency in relevant tools and technologies, and the ability to work under pressure in a fast-paced environment. Exceptional communication and problem-solving abilities are essential to deliver reliable support and drive continuous operational excellence.
The role involves ensuring seamless dissemination of information and communication originating from the Office of the CEO to internal teams and external stakeholders, as well as strategic partners.
Assist the CEO with the preparation of presentations as needed.
Oversee financial expenditures for the Office of the CEO, ensuring alignment with Space for Giants’ established standard operating procedures.
Facilitate the completion of performance reviews for designated staff twice annually, ensuring adherence to scheduled timelines.
Facilitate the smooth, cost-efficient, and agile functioning of the Office of the CEO to align with the strategic priorities and operational needs of Space for Giants.
Oversee the entire logistics process for Giants (JFG) travel arrangements, including accommodation reservations, transportation coordination, and all associated correspondence for donor safari experiences.
Effectively overseeing relationships and communication with key stakeholders is essential to ensure alignment, transparency, and mutual understanding across all parties involved. This role requires proactive engagement with diverse stakeholders, including clients, partners, internal teams, and regulatory bodies, to gather insights, address concerns, and foster collaborative solutions. Strong interpersonal skills, negotiation abilities, and the capacity to manage competing priorities are critical for success in this position. Additionally, the ability to convey complex information clearly, adapt communication styles to different audiences, and maintain trust through consistent follow-through is paramount.
Uphold courteous and professional interactions with SFG personnel, donors, the Board, partners, and community stakeholders, serving as a diplomatic representative of the Office of the CEO with integrity and discretion.
Special Projects Manager
We are currently seeking a dynamic and detail-oriented Special Projects Manager to lead and execute high-impact initiatives that drive innovation and operational excellence. The ideal candidate will possess a bachelor’s degree in business administration, project management, or a related field, complemented by a minimum of five years of progressive experience in project management or a relevant discipline. Strong proficiency in project management methodologies, such as Agile, Scrum, or Waterfall, is required, along with exceptional organizational, communication, and leadership skills. Responsibilities include overseeing project planning, resource allocation, risk management, and stakeholder engagement to ensure timely and successful project delivery. The role demands the ability to analyze complex data, identify trends, and implement data-driven solutions to optimize project outcomes. Collaboration with cross-functional teams and senior leadership is essential to align projects with strategic business objectives.
Serve as an SFG Ambassador, providing representation for the CEO as needed.
Offer strategic insights and recommendations on ad-hoc projects and initiatives when directed by the CEO or Chief of Staff.
Perform in-depth research and evaluations on designated special projects, subsequently documenting and presenting findings as necessary.
We prioritize a strong alignment with our core values and organizational culture, fostering an environment where collaboration, innovation, and integrity thrive. Our team is dedicated to upholding ethical standards, promoting diversity and inclusion, and ensuring that every member feels valued and empowered to contribute their unique perspectives. We seek individuals who are not only highly skilled in their roles but also genuinely passionate about our mission and committed to maintaining a positive, inclusive workplace where mutual respect and professional growth are encouraged.
You will champion and reflect Space for Giants’ organizational culture, vision, and core values—Passion, Integrity, Respect, Sustainability, and Innovation—among all internal and external stakeholders.
Promote actions that uphold the organization’s established cultural values and foster unity among team members.
Other
Perform additional duties pertinent to the position as assigned by the CEO or Chief of Staff, ensuring alignment with organizational priorities and operational needs.
The position requires a high degree of autonomy and the capacity to make critical decisions independently. Candidates must demonstrate judgment, accountability, and the ability to assess risks while ensuring compliance with organizational policies and objectives. Responsibilities include evaluating alternatives, prioritizing actions, and implementing solutions that align with strategic goals. Strong problem-solving skills and the confidence to act decisively in dynamic environments are essential for success in this role.
Authorized to carry out responsibilities associated with this Executive Assistant position, the individual will execute a range of duties as outlined below.
Responsible for organizing, adjusting, and prioritizing the CEO’s calendar to align with established priorities.
Serve as the primary liaison between the CEO and key stakeholders—including Board members, donors, partners, and staff—to address administrative and logistical concerns with professionalism and discretion.
Review and authorize standard expenses for the Office of the CEO, ensuring compliance with Space for Giants’ financial policies and established approval thresholds.
Act as the principal representative of the CEO, entrusted with handling tasks and addressing issues explicitly assigned by the CEO.
Any issue involving strategic, financial, or reputational considerations—or any request exceeding established guidelines—must be escalated to the CEO and/or Chief of Staff prior to proceeding.
You will be responsible for achieving measurable outcomes and key performance indicators as outlined in project agreements. Your role involves ensuring all deliverables meet established standards and are completed within designated timelines. Regular assessments will be conducted to evaluate progress against performance metrics, with a focus on maintaining high-quality results.
Performance in this position will be evaluated based on several key factors, including, but not limited to:
Maintaining a CEO calendar that remains structured, harmonious, and current is essential.
Delivering travel and lodging solutions with precision, efficiency, and financial prudence is essential.
Handled all correspondence with the utmost professionalism, precision, and adherence to established deadlines.
Documentation for boards and committees is meticulously prepared, distributed, and filed in a timely manner.
Meetings’ action points were diligently tracked and subsequently ensured to reach full completion.
The CEO, Board members, donors, and partners have consistently praised the individual’s responsiveness and professionalism, recognizing these qualities as particularly commendable.
Conduct performance evaluations for pertinent staff members in a timely manner, ensuring completion occurs bi-annually.
Performance evaluations will follow Space for Giants’ established performance management framework, with the CEO serving as the lead appraiser and the Chief of Staff providing additional input as necessary.
Person Specification
Proficient communication skills and the ability to collaborate effectively within a team environment are essential. Strong problem-solving capabilities and adaptability to evolving circumstances are required. Prioritizing tasks efficiently while maintaining meticulous attention to detail is necessary. A commitment to continuous learning and professional development is expected. Proficiency in relevant software and tools pertinent to the role is a must. The ability to work independently with minimal supervision is also crucial.
Efficient, highly motivated, and results-oriented, this candidate demonstrates exceptional diligence, adaptability, and meticulous attention to detail. Known for a strong work ethic and exceptional organizational skills, they consistently deliver precise and reliable work in dynamic environments.
Discretionary and dependable, with a strong commitment to maintaining confidentiality and handling sensitive information with the utmost integrity.
Open to adjusting schedules as dictated by the Office of the CEO’s operational needs.
Dedicated to embodying and promoting the core principles and ethical standards of Space for Giants—namely, Passion, Integrity, Respect, Sustainability, and Innovation—remains a cornerstone of this role.
Seeking candidates with a robust background in [specific field/industry], complemented by a minimum of [X years] of professional experience in a comparable role. Applicants must demonstrate proficiency in [specific skills/tools, e.g., project management software, data analysis, etc.], along with strong analytical, problem-solving, and communication abilities. Exceptional organizational skills, meticulous attention to detail, and the capacity to thrive in a fast-paced environment are essential. A proven track record of successfully delivering projects within deadlines and budgets, while adhering to industry standards, is highly desirable. Familiarity with [relevant regulations, frameworks, or methodologies] is a plus.
A bachelor’s degree in business administration or a closely aligned discipline is required.
A minimum of five years of relevant administrative experience is required.
With a proven track record of assisting high-level executives, ideally in global enterprises, you bring substantial experience to the role.
Tech-savvy individuals with strong proficiency in Microsoft Office Suite—including Outlook, Word, Excel, and PowerPoint—as well as Adobe Acrobat and Google services (such as Gmail and Google Calendar)—along with prior experience on social media platforms—are preferred.
Proficiency in travel and tourism management is highly desirable.
Strong organizational abilities are essential, enabling efficient handling of multiple responsibilities simultaneously while maintaining meticulous attention to detail.
Exceptional interpersonal abilities are essential for cultivating strong connections with team members, board members, external partners, and donors.
Proven track record in delivering exceptional results and meeting strict deadlines within dynamic, high-pressure settings.
Demonstrates exceptional oral and written communication abilities, enabling clear and impactful interactions with senior leadership and external stakeholders.
International exposure and expertise in conservation or international development sectors are highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
