As the Executive Assistant, you will provide high-level, proactive, and confidential support to the Vice President (VP), Strategic Engagement and Innovation (SEI), and the SEI leadership teams, including Individual Giving, Lighthouse, Communications, and External Engagement. You will ensure seamless coordination, operational efficiency, and effective communication across the department and with internal and external stakeholders. You will act as a key liaison and trusted partner. Reporting directly to the Vice President, Strategic Engagement & Innovation, you will anticipate needs, manage complex scheduling and travel logistics, support governance processes, and drive follow-through on critical priorities.
Key Responsibilities
Executive Support, Calendaring & Scheduling
- Manage the calendar and schedules appointments with internal and external stakeholders on behalf of the members of the SEI team and its VP.
- Manage complex and frequently changing calendars for the VP and SEI leadership, ensuring optimal prioritization and alignment with organizational goals.
- Coordinate high-level internal and external meetings, including agenda preparation, pre-briefing materials, and timely follow-up on action items.
- Serve as a key point of contact between the VP, SEI teams, and stakeholders, ensuring timely communication and responsiveness.
Expense Management, Records & Documentation
- Prepare, process, and reconcile expense reports, invoices, and contracts in compliance with organizational policies.
- Develop and maintain organized filing, records management, and knowledge-sharing systems (digital and physical) to support accessibility and efficiency.
- Track departmental budgets, payments, and reporting deadlines as needed.
Travel & Event Coordination
- Plan, coordinate, and manage complex international and domestic travel itineraries for the VP and SEI teams, ensuring efficiency and cost-effectiveness.
- Lead logistics for donor meetings, external stakeholder visits, and in-house events, including venue selection, agendas, hospitality, and coordination with relevant functions (communications, fundraising, program teams).
- Troubleshoot and adapt quickly to last-minute changes, ensuring smooth execution.
Stakeholder Engagement & Networking
- Cultivate strong working relationships with internal staff, partner agencies, donors, government offices, and board members.
- Support the VP in stakeholder engagement, preparing talking points, presentations, and briefing notes for key meetings.
- Ensure timely follow-up and coordination on cross-departmental initiatives.
Governance & Board/Donor Support
- Support the VP in preparing materials for the Board of Directors, donor meetings, and other governance-related engagements.
- Track deliverables and deadlines, ensuring accountability and follow-through on commitments.
- Coordinate communications, minutes, and reports to ensure smooth information flow between the VP, Board, and external partners.
What You Bring
- Bachelor’s degree in office administration, Communications, International Relations, Secretarial work or a related field.
- Minimum of 3-5 years of progressively responsible administrative and executive support experience supporting C-level executives, senior leadership, or Board governance in an international or multicultural organization.
- Demonstrated experience managing complex calendars, travel logistics, high-level meetings, and confidential information.
- Proven experience liaising with senior stakeholders, such as donors, board members, government officials, or partner organizations.
- Experience in non-profit, international development, or donor-funded organizations strongly preferred.
- Exceptional organizational and time management skills, with the ability to prioritize competing demands under pressure.
- Strong written and verbal communication skills; ability to draft correspondence, reports, and presentations with accuracy and professionalism.
- High degree of discretion, integrity, and confidentiality in handling sensitive matters.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom, SharePoint); experience with expense reporting systems (e.g., Concur) is an advantage.
- Strong interpersonal and relationship-building skills with the ability to interact effectively with staff at all levels and external stakeholders across cultures.
- Independent, resourceful, and proactive problem solver, with the ability to anticipate needs and take initiative.
Preferred Qualifications
- Three (3) years or more supporting executive level management.
- Professional training or certification in Executive Assistance, Project Management, or Office Administration is an asset.
- Experience working in a non-profit organization.
- Fluency in French, Portuguese or Amharic is an added advantage.
Why You’ll Love Working with Us
- Join an innovative, forward-thinking organization that values your growth and ideas.
- Work within a supportive, collaborative environment.
- Make a meaningful impact on our strategic engagement and innovation portfolio.
- Enjoy a competitive salary and comprehensive benefits package.
- Benefit from the opportunity for global engagement.
How To Apply
Interested and qualified candidates should apply online via the Pathfinder International recruitment portal link provided in the application section.
