Purpose of the Role
The Executive Assistant (EA) to the CEO provides comprehensive, proactive, and confidential support to the Chief Executive Officer, the Board of Directors, and the Executive Team. The role’s primary focus is on correspondence, ensuring the CEO’s time is used effectively and that engagements run smoothly. The EA is expected to anticipate needs, exercise sound judgement, maintain a high level of professionalism and confidentiality, and contribute to the efficient running of the Office of the CEO.
Reporting Lines and Working Relationships
The Executive Assistant maintains a direct reporting line to the CEO while operating under the strategic guidance and coordination of the Chief of Staff, whose role encompasses the alignment of priorities and workflow management within the Office of the CEO. Practically speaking, this involves:
Instructions, priorities, and daily tasks are primarily directed by the CEO.
The Chief of Staff offers strategic direction on prioritization efforts and facilitates collaboration with the broader Office of the CEO, while also having the authority to delegate or reassign responsibilities in alignment with the CEO’s guidance.
In instances where directives from the CEO and Chief of Staff seem contradictory, the Executive Assistant should proactively obtain clarification directly from the CEO.
The Executive Assistant serves as a central liaison for the Board of Directors, Senior Management Committee, major donors, partners, and SFG staff, fostering professional and courteous connections with all stakeholders.
We are seeking a highly skilled professional to oversee and execute a comprehensive range of duties aligned with the project’s objectives. The selected candidate will be responsible for managing all aspects of the assigned scope, ensuring alignment with organizational goals. Key duties include coordinating cross-functional teams, monitoring progress against milestones, and delivering high-quality results within specified timelines. Additionally, the role requires adherence to established policies, maintaining clear communication with stakeholders, and addressing any challenges that may arise during implementation. The ideal candidate will possess the requisite expertise, a proactive approach, and the ability to drive efficiency while upholding accountability at every stage.
Manage calendars, coordinate travel arrangements, and oversee correspondence as the primary responsibilities, ensuring efficient scheduling, seamless travel logistics, and timely communication management.
The CEO’s calendar requires proactive oversight, with responsibility for organizing, prioritizing, and scheduling all appointments, meetings, and professional engagements while proactively resolving scheduling conflicts in a timely manner.
Prepare itineraries, manage visas, and coordinate all logistical arrangements for both domestic and international travel, including accommodations, for the CEO.
Oversee and coordinate all executive communications for the CEO, including emails, letters, and other correspondence by monitoring, drafting, prioritizing, and ensuring timely follow-ups. Handle the CEO’s communications efficiently to maintain professionalism and streamline workflows.
Ensure the CEO receives timely access to all necessary briefing materials, documents, and background information prior to engagements.
Provide assistance to the Chief Executive Officer’s office.
Responsible for coordinating meetings by managing logistics, preparing agendas, documenting minutes, and ensuring follow-up on action items.
Responsibilities include organizing, storing, and retrieving corporate records, documents, and reports efficiently to ensure timely access and compliance with organizational policies.
Conduct thorough research and synthesize data to develop comprehensive documents and presentations tailored for review by the Board, various committees, and the Executive Team.
Serving as the primary liaison, you will facilitate seamless communication between the CEO and Management, the Board, Major Donors, and Partners. This involves coordinating meetings, documenting key discussions and decisions, and diligently tracking the implementation of action items to ensure timely execution.
Assist the CEO in strategizing and organizing their participation in significant events and meetings.
Act as the primary liaison between the CEO and internal staff members, ensuring seamless communication and coordination across all departments.
The role involves fostering meaningful connections with board members to enhance their involvement and contribution to the organization’s strategic objectives. Duties include coordinating board meetings, preparing agendas and supporting materials, and ensuring seamless communication between board members and executive leadership. Additionally, the position requires maintaining accurate records of board activities, tracking action items, and facilitating follow-ups to drive decision-making and accountability. Strong interpersonal skills, discretion, and the ability to manage confidential information are essential, along with proficiency in board management software and meeting coordination tools.
Serve as the primary point of contact between the board and operational teams, managing all logistical and administrative tasks to ensure seamless coordination and compliance.
Provide support in managing board communications and facilitate the organization of board meetings and associated documentation.
The Operational Support team is responsible for maintaining and enhancing the efficiency of our daily operations through meticulous monitoring, troubleshooting, and process improvements. They ensure seamless system functionality by promptly addressing technical issues, conducting regular performance evaluations, and implementing corrective actions. Additionally, the team collaborates with cross-functional departments to optimize workflows, reduce downtime, and support critical infrastructure. Strong analytical skills, technical proficiency, and the ability to work under pressure are essential for success in this role.
Facilitate the 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 creating presentations as needed.
Oversee financial expenditures for the Office of the CEO in strict adherence to Space for Giants’ established standard operating procedures.
Facilitate the scheduling and completion of performance reviews for applicable staff members, ensuring these evaluations occur biannually as outlined.
Support the CEO’s Office in maintaining operational excellence, fiscal responsibility, and prompt responsiveness to Space for Giants’ evolving requirements.
Oversee Journeys for Giants (JFG) accommodation reservations, travel arrangements, logistics coordination, and associated correspondence for donor safaris.
Stakeholder Management
Maintain professional and respectful relationships with SFG staff, donors, the Board, partners, and community members, representing the Office of the CEO with discretion and tact.
Special Projects
Serve as an SFG Ambassador, representing the CEO upon request.
Offer strategic insights and recommendations for ad-hoc projects at the discretion of the CEO or Chief of Staff as needed.
Perform comprehensive research and evaluations on specialized initiatives, and prepare detailed reports on findings as necessary.
Culture and Values
Champion Space for Giants’ culture, vision, and core values—Passion, Integrity, Respect, Sustainability, and Innovation—both internally and externally, ensuring alignment with organizational principles in all engagements.
Promote behaviors that uphold and strengthen the organization’s cultural values and mutual agreements among team members.
Other
Fulfill any additional duties pertinent to the position as instructed by the CEO or Chief of Staff.
This role encompasses significant authority and is responsible for key decision-making processes within the organization. The position requires the ability to evaluate complex situations, assess risks, and make informed choices that align with strategic objectives. Successful candidates must demonstrate strong leadership, sound judgment, and the capacity to take decisive action while maintaining accountability for outcomes. Effective communication and collaboration with stakeholders are essential to ensure alignment and drive organizational success.
Within this position, the Executive Assistant holds the authority to perform the following duties and responsibilities.
Responsible for managing, adjusting, and organizing 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, facilitating seamless communication regarding logistical and administrative matters.
Review and authorize standard expenditures for the Office of the CEO in accordance with Space for Giants’ financial policies and established approval thresholds.
Serve as the authorized representative of the CEO, handling duties and addressing issues as specifically assigned by the CEO.
Any issues involving strategic, financial, or reputational impact—or any request that does not align with predefined guidelines—must be escalated to the CEO and/or Chief of Staff prior to proceeding.
The position requires the successful completion of assigned projects and the achievement of predefined performance benchmarks. Key responsibilities include producing high-quality outputs within specified timelines and adhering to established standards. Additionally, the role demands the ability to meet or exceed measurable objectives, ensuring consistent productivity and operational excellence. Regular assessments will be conducted to evaluate progress against established goals, with adjustments made as necessary to optimize performance.
Assessments for this position will include, but not be limited to, the following criteria:
A meticulously structured, conflict-free, and current CEO calendar.
Proactively coordinating travel and accommodation arrangements with a strong emphasis on punctuality, precision, and fiscal responsibility.
Correspondence handled professionally, accurately, and within agreed timeframes.
Board and committee documentation prepared, circulated, and filed on schedule.
Action points from meetings tracked and followed up to completion.
Positive feedback from the CEO, Board members, donors, and partners on responsiveness and professionalism.
Performance reviews for relevant staff completed on schedule, twice a year.
Performance will be reviewed in line with Space for Giants’ standard performance management cycle, with the CEO as the primary appraiser and input from the Chief of Staff as appropriate.
Person Specification
Key Skills and Attributes
Efficient, hard-working, driven, flexible, organized and diligent, with excellent attention to detail.
Trustworthy and highly motivated, with the discretion required to handle confidential information.
Willing to work flexible hours when required by the demands of the Office of the CEO.
Committed to upholding the cultural values and code of conduct of Space for Giants: Passion, Integrity, Respect, Sustainability and Innovation.
Qualifications, Experience and Competencies
Bachelor’s degree in business administration or a related field.
Minimum of 5 years’ applicable administrative experience.
Demonstrated experience supporting C-level executives, preferably within international organizations.
Tech savvy – proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Adobe Acrobat, and Google services (Gmail, Google Calendar, etc.); social media platform experience an advantage.
Experience in travel and tourism management would be advantageous.
Strong organizational skills, with the ability to perform and priorities multiple tasks seamlessly and with excellent attention to detail.
Excellent interpersonal skills and the ability to build relationships with staff, board members, external partners and donors.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Strong oral and written communication skills, with the ability to communicate clearly and effectively with senior leaders and external partners.
Preferred: international work experience and experience in the conservation or international development sectors.
Qualifications
BA/BSc/HND
Experience Required
5 years
