Purpose of the Role
The Executive Assistant (EA) to the CEO delivers comprehensive, proactive, and confidential 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 engagements proceed seamlessly. The EA must proactively anticipate requirements, exercise discernment, uphold the highest standards of professionalism and discretion, and play a pivotal role in the streamlined operation of the CEO’s Office.
Reporting Lines and Collaborative Dynamics
This role operates under the direct supervision of [specific title, e.g., the Chief Financial Officer], ensuring alignment with executive-level strategic objectives. The position will collaborate closely with cross-functional teams, including [list relevant departments, e.g., finance, operations, and human resources], to streamline processes and enhance interdepartmental communication. Additionally, the incumbent will serve as a liaison between senior management and operational staff, facilitating the translation of high-level directives into actionable plans while maintaining transparency and accountability throughout all interactions.
The Executive Assistant holds a direct reporting line to the CEO while operating under the strategic guidance and alignment support of the Chief of Staff, who ensures cohesive execution of priorities and workflows throughout the Office of the CEO. This structure entails the following responsibilities:
Daily operations, priorities, and assignments are primarily directed by the Chief Executive Officer.
The Chief of Staff offers strategic direction on prioritization efforts, ensures seamless coordination with the broader Office of the CEO, and collaborates with the CEO to determine appropriate task delegation or reassignment.
Where discrepancies arise between directives issued by the CEO and those from the Chief of Staff, the Executive Assistant is responsible for obtaining definitive clarification from the CEO.
The Executive Assistant fosters strong professional relationships with the Board of Directors, Senior Management Committee, major donors, partners, and SFG staff organization-wide, serving as a primary liaison while upholding the highest standards of professionalism and mutual respect in all interactions.
The scope of work encompasses a comprehensive set of duties and obligations, while the key responsibilities involve overseeing daily operations, ensuring compliance with regulations, and driving strategic initiatives to achieve organizational goals. Additionally, the role requires collaboration with cross-functional teams, meticulous attention to detail in project execution, and proactive problem-solving to address challenges efficiently. Candidates must demonstrate proficiency in relevant tools and technologies, strong analytical abilities, and excellent communication skills to liaise with stakeholders at all levels. Experience in a similar capacity is essential, along with a track record of delivering measurable results. The ideal candidate will exhibit leadership qualities, adaptability to dynamic environments, and a commitment to continuous improvement.
Calendar management, travel coordination, and correspondence serve as the core responsibilities. Duties include organizing schedules, arranging travel logistics, and handling written communications. Proficiency in scheduling tools, booking platforms, and email management systems is required. Strong attention to detail and exceptional organizational skills are essential for maintaining efficiency in these areas.
Demonstrate proactive initiative in overseeing the CEO’s calendar by efficiently organizing, prioritizing, and scheduling appointments, meetings, and other commitments while promptly addressing and resolving any scheduling conflicts as they arise.
Coordinate all domestic and international travel arrangements for the CEO, encompassing itinerary planning, visa procurement, and logistical coordination.
Oversee the CEO’s correspondence by meticulously monitoring, drafting, prioritizing, and following up on emails, letters, and other communications on their behalf.
Ensure the CEO receives comprehensive briefing materials, essential documents, and pertinent background information in advance of all engagements.
The Office of the CEO receives comprehensive administrative and operational assistance to ensure seamless executive leadership functions. This role involves managing communications, coordinating high-level meetings, and facilitating essential documentation to support strategic decision-making processes. Additionally, it includes overseeing scheduling, maintaining confidentiality, and ensuring alignment with executive priorities. The position demands exceptional organizational skills, discretion, and the ability to anticipate needs in a fast-paced environment.
Coordinate meetings by managing all logistical arrangements, preparing detailed agendas, documenting minutes, and ensuring the completion of follow-up action items.
Responsibilities include organizing, archiving, and retrieving essential corporate records, documents, and reports as needed.
Research and gather pertinent data to develop comprehensive documents and presentations for evaluation by the Board, committees, and Executive Team.
Serve as the primary liaison between the CEO, senior management, the Board, major donors, and partners, facilitating meeting scheduling, minute documentation, and diligent follow-up on action items.
Assist the CEO in organizing and preparing for significant events and meetings at the executive level.
Act as the primary liaison between the CEO and internal staff members, facilitating seamless communication and coordination across all departments.
The role focuses on cultivating and maintaining strong relationships with board members to ensure their active involvement and alignment with organizational goals. Key responsibilities include organizing and facilitating board meetings, preparing detailed agendas and supporting materials, and ensuring timely distribution of relevant documents. Additionally, the position requires close collaboration with executive leadership to address board feedback, implement strategic initiatives, and support governance best practices. The ideal candidate will possess exceptional communication skills, a deep understanding of corporate governance, and the ability to manage multiple priorities in a fast-paced environment.
Act as the primary point of contact between the board and organizational stakeholders, overseeing logistical coordination and managing administrative tasks to ensure seamless operations and effective communication.
Support the facilitation of board communications, oversee the scheduling and coordination of board meetings, and ensure meticulous management of related documentation.
Operational Support professionals ensure seamless and efficient execution of day-to-day business operations by providing timely assistance, troubleshooting issues, and implementing solutions to maintain productivity and service levels. They collaborate with cross-functional teams to identify operational challenges, optimize workflows, and enhance system performance, ensuring alignment with organizational objectives. Additionally, these roles involve monitoring performance metrics, generating reports, and recommending improvements to drive operational excellence and mitigate potential disruptions. Strong analytical skills, attention to detail, and proficiency in relevant tools are essential, along with the ability to adapt to dynamic environments and prioritize tasks effectively.
Facilitate the seamless dissemination of information and communication originating from the Office of the CEO, both internally across the organization and externally to stakeholders and partners.
Assist the CEO in crafting presentations as needed, ensuring alignment with strategic objectives and maintaining professional standards.
Oversee executive-level financial expenditures in adherence to Space for Giants’ established operational protocols.
Facilitate the completion of performance reviews for designated staff members, ensuring these evaluations occur bi-annually as required.
Assist in maintaining the efficiency, cost-effectiveness, and responsiveness of the Office of the CEO to meet the evolving needs of Space for Giants.
Oversee the coordination of Journeys for Giants (JFG) accommodation reservations, travel arrangements, logistical operations, and associated communications pertaining to donor safaris.
We excel in cultivating and sustaining productive relationships with stakeholders to ensure alignment and mutual benefit. This role demands adept communication skills to convey complex ideas clearly, negotiate effectively, and resolve conflicts diplomatically. You will be responsible for identifying key stakeholders, understanding their interests and influence, and tailoring engagement strategies to meet their unique needs. Collaboration across departments is essential to integrate stakeholder feedback into decision-making processes and drive project success.
Maintain professional and respectful interactions with SFG staff, donors, the Board, partners, and community members, ensuring the Office of the CEO is represented with discretion and tact.
Special Projects involves spearheading initiatives that drive innovation and strategic growth within the organization. This role is responsible for identifying and executing high-impact projects that align with long-term objectives, while collaborating with cross-functional teams to ensure seamless implementation. Candidates must possess strong analytical skills, a proven track record in project management, and the ability to adapt to evolving priorities in a fast-paced environment. The position requires exceptional communication abilities to articulate vision, delegate tasks effectively, and foster alignment across departments. Additionally, a minimum of five years of relevant experience is essential, along with proficiency in data-driven decision-making and familiarity with industry best practices.
Serve as an SFG Ambassador, providing representation for the CEO upon request.
Offer strategic insights and recommendations on ad hoc projects as tasked by the CEO or Chief of Staff.
Perform comprehensive research and evaluations on designated projects, documenting and presenting findings as necessary.
Culture and Values
Champion Space for Giants’ organizational culture, vision, and core values—Passion, Integrity, Respect, Sustainability, and Innovation—while engaging both internal teams and external partners.
Foster interactions that uphold and strengthen the organization’s shared cultural values among team members.
Other
Perform all additional duties pertinent to the position as instructed by either the CEO or Chief of Staff.
This position entails significant responsibility, with the incumbent expected to exercise judgment and make critical choices that impact the organization’s strategic direction and operational efficiency. Key requirements include the ability to evaluate complex situations, assess risks, and determine optimal courses of action while adhering to established policies and ethical standards. The role demands a high degree of accountability, as decisions made will have far-reaching consequences for stakeholders, team performance, and overall business outcomes. Strong leadership and problem-solving skills are essential to navigate ambiguity and drive informed, timely resolutions.
In this capacity, the Executive Assistant is empowered to undertake a range of responsibilities, including but not limited to:
Schedule, organize, and reprioritize the CEO’s calendar to align with mutually agreed-upon objectives.
Serving as the primary liaison, you will engage with Board members, donors, partners, and staff to address and resolve logistical and administrative matters on behalf of the CEO.
Review and authorize standard expenditures for the Office of the CEO, ensuring compliance with Space for Giants’ financial policies and established approval thresholds.
You will act as the CEO’s authorized representative for matters and at the level specifically entrusted to you by the CEO.
Issues of a strategic, financial, or reputational nature—or any request exceeding predefined parameters—must be escalated to the CEO and/or Chief of Staff prior to any action being taken.
Design and execute key deliverables while consistently tracking performance indicators to evaluate progress and outcomes. Establish measurable benchmarks to assess efficiency, effectiveness, and overall success, ensuring alignment with organizational objectives. Regularly compile and analyze data to generate insights, identify trends, and facilitate data-driven decision-making. Maintain transparent reporting mechanisms to provide stakeholders with clear visibility into performance metrics and areas for improvement.
Performance evaluation for this position will consider various factors, including, but not limited to:
A meticulously managed CEO calendar, free from conflicts and consistently current.
Providing travel and accommodation arrangements that are delivered promptly, maintained with precision, and managed efficiently to ensure cost-effectiveness.
Handled all correspondence with a high level of professionalism, precision, and adherence to established deadlines to ensure timely and accurate communication.
Board and committee documentation is meticulously prepared, distributed, and archived in accordance with established timelines.
Meetings’ action items are diligently documented and systematically tracked to ensure timely completion, with follow-up actions consistently monitored until resolution.
Consistently praised by the CEO, Board members, donors, and partners for outstanding responsiveness and a high level of professionalism.
Performance reviews for eligible staff are conducted punctually, twice annually, ensuring timely completion.
Performance will undergo evaluation in accordance with Space for Giants’ established performance management framework, with the CEO serving as the principal appraiser and the Chief of Staff providing relevant input where applicable.
Person Specification
Proven expertise in [specific skills, e.g., project management, data analysis, or technical proficiency] is essential, along with strong problem-solving capabilities and meticulous attention to detail. The ideal candidate will demonstrate exceptional organizational talents and the capacity to manage multiple priorities efficiently under tight deadlines. Effective communication skills—both written and verbal—are required to collaborate seamlessly with cross-functional teams and stakeholders. Adaptability to evolving business needs and a commitment to continuous learning are highly valued traits. Prior experience in [relevant industry or role] is preferred, with a track record of delivering measurable results in similar positions.
Detail-oriented, highly motivated, and adaptable professional with a strong work ethic and exceptional organizational skills. Demonstrates precision, efficiency, and unwavering diligence in all responsibilities.
Dependable and driven, with the integrity to manage sensitive data responsibly.
Available to adapt work hours as dictated by the operational needs of the CEO’s Office when necessary.
Dedicated to embodying and advancing the core cultural values and ethical standards of Space for Giants—namely, Passion, Integrity, Respect, Sustainability, and Innovation—this role requires unwavering commitment to these principles in every aspect of work.
Seeking candidates with a strong educational background and relevant work experience in the specified field. Ideal applicants must demonstrate proficiency in key competencies essential for the role, including technical skills, problem-solving abilities, and effective communication. A minimum of [X] years of experience in a comparable position is required, along with a proven track record of achieving measurable outcomes. Strong interpersonal skills and the capacity to collaborate within a team environment are also necessary. Additionally, familiarity with industry-specific tools, methodologies, or regulations may be required, depending on the position.
A bachelor’s degree in business administration or a closely related discipline is required.
A minimum of five years of relevant administrative experience is required.
Proven track record in providing high-level administrative and operational support to senior executives, ideally within multinational corporate environments.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Google services (Gmail, Google Calendar, etc.), with a strong aptitude for technology; familiarity with social media platforms is considered an asset.
Proficiency in travel and tourism management is highly desirable.
Demonstrates exceptional organizational abilities, efficiently managing and prioritizing multiple tasks while maintaining meticulous attention to detail.
Exceptional interpersonal abilities are essential to cultivate strong connections with team members, board members, external collaborators, and donors alike.
Consistently delivers outstanding results by meeting ambitious performance targets and adhering to strict deadlines in a dynamic, high-pressure setting.
Possesses exceptional verbal and written communication abilities, enabling seamless and impactful interactions with senior leadership and external stakeholders.
Professionally desired qualifications include prior involvement in international projects, particularly within conservation or international development spheres.
Qualifications
BA/BSc/HND
Experience Required
5 years
