The primary objective of this position is to perform a range of specialized tasks with a focus on achieving key organizational goals. The role demands a high level of expertise in the respective field, ensuring that all responsibilities are executed with precision and efficiency. Essential requirements include a minimum of three years of relevant work experience, a bachelor’s degree in a related discipline, and the ability to work independently as well as collaboratively in a team environment. Key duties involve managing projects, analyzing data, and maintaining strong communication with stakeholders to align with company objectives.
The Executive Assistant (EA) to the CEO delivers extensive, forward-thinking, and discreet support to the Chief Executive Officer, the Board of Directors, and the Executive Team. Central to this position is managing correspondence and optimizing the CEO’s schedule to ensure seamless operations and engagements. The EA must proactively identify needs, apply strong discretion, uphold the utmost professionalism and confidentiality, and foster the efficient functioning of the CEO’s Office.
The successful candidate will operate under clear reporting lines, maintaining effective working relationships with relevant stakeholders to ensure seamless communication and collaboration. This role involves frequent interaction with cross-functional teams to align on objectives, share updates, and drive collective project success. Strong interpersonal skills and the ability to foster productive professional relationships are essential for navigating complex dynamics and achieving shared goals.
The Executive Assistant serves as a direct report to the CEO while operating under the collaborative guidance of the Chief of Staff, whose role encompasses the alignment of strategic priorities and operational workflows within the CEO’s Office.
Daily priorities and task assignments are primarily directed by the Chief Executive Officer.
The Chief of Staff offers strategic direction on prioritization efforts, facilitates seamless collaboration with the broader Office of the CEO, and, in alignment with the CEO’s vision, may reassign or delegate responsibilities as necessary.
When directives from the CEO and Chief of Staff seem contradictory, the Executive Assistant must obtain clarification from the CEO to ensure alignment and accuracy in execution.
The Executive Assistant collaborates extensively with the Board of Directors, Senior Management Committee, major donors, partners, and SFG staff throughout the organization, serving as a primary liaison while fostering professional and courteous relationships with all stakeholders.
We are seeking an experienced professional to oversee a comprehensive scope of work, with key responsibilities encompassing strategic planning, execution oversight, and performance evaluation. The successful candidate will manage project timelines, allocate resources efficiently, ensure adherence to industry regulations, and maintain clear communication between stakeholders. Additional duties include identifying risks, implementing mitigation strategies, and fostering collaboration across departments to achieve project objectives. Strong analytical skills, leadership abilities, and proficiency in project management tools are essential for this role.
Responsibilities include managing schedules, coordinating travel arrangements, and handling correspondence as the primary focus of the role.
Proactively oversee the CEO’s calendar by efficiently scheduling, prioritizing, and coordinating appointments, meetings, and other engagements, while proactively addressing and resolving conflicts in a timely manner.
Coordinate all domestic and international travel arrangements for the CEO, encompassing itinerary planning, visa procurement, and logistical management.
Oversee the CEO’s incoming and outgoing correspondence, including emails, letters, and other communications, by diligently monitoring, drafting, prioritizing, and ensuring timely follow-ups on the CEO’s behalf.
Ensure the CEO receives all necessary briefing materials, documents, and background information well in advance of engagements to facilitate thorough preparation.
Provide administrative and operational assistance to the Chief Executive Officer’s office, ensuring seamless coordination of executive-level activities. Handle correspondence, manage schedules, and facilitate communication between the CEO and key stakeholders. Maintain confidentiality of sensitive information and adhere to executive protocols. Perform research, prepare reports, and assist in strategic planning as required. Strong organizational skills, discretion, and proficiency in office software are essential. Prior experience in an executive support or high-level administrative role is preferred.
Coordinate all aspects of meetings, from planning and scheduling to developing agendas, recording minutes, and ensuring the implementation of agreed-upon action items.
Organize and manage corporate records, documents, and reports, ensuring efficient retrieval as needed.
To facilitate informed decision-making, gather and synthesize data into comprehensive documents and presentations for the Board, committees, and Executive Team.
Serving as the primary liaison, you will facilitate seamless communication between the CEO, senior management, the Board, major donors, and key partners. This role involves coordinating meeting schedules, meticulously documenting minutes, and diligently tracking the progress of action items to ensure timely execution.
Provide assistance to the CEO in strategizing and organizing for engagements in significant events and high-profile meetings.
Act as the primary liaison between the CEO and internal staff, facilitating seamless communication and coordination across all departments.
The position focuses on cultivating strong relationships with board members, ensuring their active participation and alignment with organizational goals. Responsibilities include organizing board meetings, preparing agendas, and distributing relevant materials in advance. Additionally, the role requires facilitating effective communication between the board and executive leadership, as well as providing administrative support to board committees. Strong interpersonal and organizational skills are essential, along with the ability to manage multiple priorities in a fast-paced environment.
Serve as the primary point of contact between the board and operational teams, facilitating seamless communication regarding logistics and administrative functions.
Provide support in managing board communications, organizing board meetings, and handling associated documentation.
We provide comprehensive operational support to ensure seamless business activities, addressing technical issues, maintaining system functionality, and optimizing performance. This role requires a proactive approach, strong problem-solving skills, and the ability to troubleshoot complex technical challenges efficiently. Candidates must possess excellent communication skills to collaborate effectively with cross-functional teams and stakeholders. Responsibilities include monitoring systems, resolving operational disruptions, implementing preventive measures, and documenting processes to enhance efficiency. A minimum of three years of relevant experience in a similar operational support role is required, along with proficiency in relevant tools and technologies.
Facilitate seamless communication and information dissemination from the Office of the CEO to internal teams and external stakeholders, ensuring clarity, consistency, and timely delivery of key messages and updates.
Assist the Chief Executive Officer in preparing presentations whenever necessary.
Oversee the CEO Office’s financial expenditures in strict adherence to Space for Giants’ established operational guidelines.
Facilitate the completion of performance reviews for eligible staff members, conducted semiannually as outlined in the company’s guidelines.
Facilitate the seamless, cost-efficient, and responsive functioning 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, logistics, and associated communications for donor safaris.
Effective stakeholder management involves identifying, engaging, and nurturing relationships with individuals or groups who have a vested interest in the organization’s outcomes. This role requires maintaining open communication channels, addressing concerns promptly, and ensuring alignment with strategic objectives. Strong interpersonal skills, negotiation abilities, and a proactive approach are essential to foster collaboration and mitigate potential conflicts. Regularly assessing stakeholder needs and tailoring engagement strategies accordingly will drive sustainable support and long-term success for the business.
Cultivate courteous and professional connections with SFG staff, donors, the Board, external partners, and community stakeholders, serving as a diplomatic and discreet representative of the CEO’s Office.
Special initiatives demand a dynamic professional capable of leading innovative, high-impact assignments that align with strategic organizational goals. The ideal candidate will possess a proven track record of driving complex projects to completion, collaborating effectively with cross-functional teams, and adapting swiftly to evolving priorities. Strong analytical and problem-solving skills are essential, along with meticulous attention to detail and the ability to manage multiple deadlines without compromising quality. Experience in project management methodologies, stakeholder engagement, and resource allocation is required, while exceptional communication and leadership abilities will ensure seamless execution. Proficiency in relevant tools and technologies is a must, and a bachelor’s degree in a related field or equivalent experience is preferred.
Serve as an SFG Ambassador, providing representation for the CEO as needed.
Contribute insights and recommendations on ad hoc projects as needed by the CEO or Chief of Staff.
Perform in-depth research and evaluations on specialized projects, subsequently preparing detailed reports on findings as needed.
We seek a professional who embodies our core cultural principles and aligns with our organizational values, demonstrating integrity, collaboration, and a commitment to excellence in every endeavor. Candidates must possess strong interpersonal skills to foster meaningful connections, exhibit adaptability in dynamic environments, and uphold the highest ethical standards in all interactions. The ideal individual will actively contribute to a positive work culture, support team-driven initiatives, and champion innovation while maintaining a customer-centric approach. Prior experience in environments that prioritize cultural fit and shared values is highly advantageous.
Champion Space for Giants’ culture, vision, and core values—Passion, Integrity, Respect, Sustainability, and Innovation—across all interactions with internal teams and external partners.
Promote actions and interactions among team members that uphold and strengthen the organization’s established cultural values and shared commitments.
Other
Perform any additional duties pertinent to the position as assigned by the CEO or Chief of Staff.
Responsibilities include establishing clear lines of authority and facilitating informed decision-making processes.
Within this position, the Executive Assistant holds the authority to:
Oversee the management and organization of the CEO’s calendar, ensuring all entries are scheduled, rescheduled, or prioritized in alignment with established strategic objectives and key deadlines.
Acting as a liaison, you will engage with Board members, donors, partners, and staff to address and manage 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.
Serve as the authorized representative of the CEO, handling responsibilities and addressing matters as specifically delegated by the CEO.
All issues of strategic, financial, or reputational importance, as well as any requests that exceed established parameters, must be escalated to the CEO and/or Chief of Staff prior to any action being taken.
Facilitates the achievement of key deliverables and performance indicators through effective execution of assigned tasks and strategic initiatives. Establishes measurable benchmarks to evaluate progress against established objectives, ensuring alignment with organizational goals. Develops and implements performance tracking systems to monitor efficiency, productivity, and quality standards continuously. Analyzes data to identify trends, gaps, or areas for improvement, proposing data-driven solutions to enhance operational effectiveness. Collaborates with cross-functional teams to ensure transparency and accountability in meeting performance targets, while providing regular updates to stakeholders on progress and outcomes.
Assessment of performance in this position will encompass various criteria, including, but not limited to:
A meticulously managed, conflict-free, and current CEO calendar.
Accommodation and travel arrangements must be made promptly, precisely, and with a strong focus on cost efficiency.
Correspondence is managed with professionalism, precision, and adherence to established deadlines.
Board and committee documentation is meticulously prepared, distributed promptly, and maintained in an organized filing system to ensure timely access and compliance.
Meetings’ action items are diligently recorded and consistently monitored until full resolution is achieved.
The CEO, Board members, donors, and partners have consistently praised the individual’s responsiveness and professionalism, highlighting the high regard in which they are held.
Performance evaluations for pertinent staff members are conducted as scheduled, twice annually.
Your performance will be evaluated in accordance with Space for Giants’ established performance management cycle, with the CEO serving as the primary reviewer and the Chief of Staff providing relevant input as needed.
Person Specification
Proficient communication, analytical thinking, and problem-solving capabilities are essential for this role. Strong organizational skills and meticulous attention to detail are required to manage multiple priorities effectively. Candidates must demonstrate proficiency in relevant software applications and possess the ability to collaborate seamlessly within a team environment. Prior experience in a similar position and a commitment to continuous learning are highly valued, along with a proactive approach to work. Adaptability to changing circumstances and a customer-focused mindset are also critical attributes for success in this position.
Capable of working efficiently, diligently, and flexibly while maintaining a strong focus on detail. Exhibits high levels of drive, organization, and reliability in executing tasks and meeting deadlines.
Highly trustworthy and motivated, with the ability to exercise sound judgment and discretion when managing sensitive and confidential information.
Capable of accommodating flexible scheduling to meet the needs of the Office of the CEO when necessary.
Dedicated to embodying and promoting Space for Giants’ core principles—Passion, Integrity, Respect, Sustainability, and Innovation—throughout all professional engagements.
Seeking a candidate with a robust educational background and relevant professional experience in the specified field. The ideal applicant will possess a minimum of a bachelor’s degree in a related discipline, complemented by several years of hands-on experience in a comparable role. Proficiency in key industry tools, methodologies, and best practices is essential, along with strong analytical, problem-solving, and communication skills. Demonstrated leadership abilities, adaptability to dynamic environments, and a commitment to continuous learning are highly valued. Familiarity with regulatory standards, project management principles, and cross-functional collaboration is preferred.
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 executive support to C-level leaders, ideally within global organizations.
Proficient in Microsoft Office (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 advantageous.
Proficiency in travel and tourism management is highly beneficial.
Demonstrates exceptional organizational abilities, efficiently managing and prioritizing multiple tasks with precision and meticulous attention to detail.
The role requires strong interpersonal skills and the capacity to cultivate meaningful connections with staff, board members, external partners, and donors.
Proven track record of delivering outstanding results while maintaining strict adherence to deadlines in a high-pressure, dynamic setting.
Exceptional verbal and written communication abilities are required, enabling the ability to articulate ideas clearly and professionally to senior leadership and external stakeholders.
International exposure, both professional and sector-specific, in conservation or international development, is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
