Overview
The Executive Associate will support the effective functioning of the CEO's Office through a range of operational and coordination activities.
Key Responsibilities
- Supports the Director’s time management by overseeing the calendar, coordinating with the Secretariat, scheduling meetings, prioritising requests, resolving conflicts, and ensuring timely preparation of briefs and talking points.
- Brings urgent or sensitive matters to the Director’s attention, identifies issues requiring action, and follows up as needed.
- Manages the Director’s travel arrangements.
- Coordinates logistics and administration for internal and external meetings and events.
- Helps prepare agendas for staff meetings.
- Participates in meetings, takes notes, and ensures timely circulation and follow-up.
- Prepares materials for the Director, including briefing notes, presentations, slides, and background documents.
- Researches and summarises information for reports, briefs, and speeches.
- Drafts and prepares correspondence and compiles documents for meetings and travel.
- Ensures quality control of outgoing documents, including proofreading and editing for accuracy and style.
- Supports the Director’s external communications.
- Prepares and tracks the Director’s expenses, ensuring accuracy and proper documentation.
- Coordinates meetings and travel with relevant personnel, preparing complete briefing packages for accompanying colleagues.
- Supports the Director in drafting and reviewing email communications and maintains electronic filing, minutes, and contact reports.
- Assists with the organisation and logistics of EOF governance meetings.
- Organises team-building events, including logistical arrangements and liaison with facilitators, caterers, and hosts.
- Supports administration of virtual and in-person events, including logistics, external communications, and minute-taking.
- Schedules meetings by coordinating availability with participants.
- Prepares and maintains agendas for meetings and events related to work-group commitments.
Required Experience
A minimum of six (6) years relevant professional experience combined with secondary education, or two (2) years of relevant experience combined with a Bachelors degree. Relevant professional experience includes executive support, event management, and/or coordination roles. Experience supporting a senior leader with administrative, operational and/or coordination activities. Desired: Experience conducting research to support management activities. Experience in event management, preferably multi-day and international events. Experience coordinating international travel. Experience working in the international development sector. Experience in the global education sector. Experience working in the innovative finance sector.
Qualifications
Required Secondary education combined with 6 years of relevant experince, or, Bachelors degree in Education, International Development, Public Policy, Social Sciences, Project Management, or a related combined with 2 years of relevant experience. Desired: Masters degree in Education, International Development, Public Policy, Social Sciences, Project Management, or a related field is an asset and may be accepted in lieu of requisite years of experience.
