The Executive Assistant (EA) to the CEO provides high-level administrative, strategic, and operational support to ensure the effective functioning of the CEO’s office. The EA serves as a trusted partner, handling confidential matters, coordinating executive communications, and facilitating internal and external stakeholder engagement.

This role requires exceptional organizational skills, discretion, emotional intelligence, and the ability to anticipate needs in a dynamic NGO environment.

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Key Responsibilities

1. Executive & Strategic Support
• Manage and optimize the CEO’s calendar, appointments, and travel arrangements.
• Prepare briefing materials, reports, presentations, and talking points.
• Conduct background research and compile executive summaries.
• Track strategic priorities and follow up on action items.
• Support CEO in board-related activities and governance matters.

2. Communication & Representation
• Draft and review high-level correspondence (donors, ministries, partners, board members).
• Act as the primary liaison between the CEO and internal/external stakeholders.
• Screen calls and emails, prioritizing urgent matters.
• Represent the CEO professionally in meetings when delegated.

3. Board & Governance Coordination
• Coordinate board meetings (agenda preparation, minutes, documentation).
• Ensure timely circulation of board materials.
• Follow up on board decisions and resolutions.
• Maintain governance records confidentially.

4. Operational Coordination
• Support cross-departmental communication and alignment.
• Monitor project timelines linked to CEO priorities.
• Assist in preparing annual reports, donor reports, and institutional presentations.
• Coordinate high-level events and executive visits.

5. Confidential & Sensitive Matters
• Handle sensitive information with strict confidentiality.
• Manage crisis communication logistics when needed.
• Maintain discretion in all CEO-related affairs.

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Required Qualifications
• Bachelor’s degree in Business Administration, Public Administration, Political Science, or related field.
• Minimum 5 years of experience in executive support (NGO or institutional setting preferred).
• Excellent written and verbal communication skills (Arabic and English required; French is a plus).
• Strong knowledge of governance processes and board coordination.
• Advanced proficiency in Microsoft Office / Google Workspace.
• High emotional intelligence and diplomatic skills.

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Core Competencies
• Strategic thinking
• Absolute discretion
• Proactive problem-solving
• Strong multitasking ability
• Stakeholder management
• Time management excellence
• Attention to detail
• Cultural sensitivity

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Personal Attributes
• Calm under pressure
• Highly organized
• Solution-oriented
• Loyal and trustworthy
• Service mindset with leadership maturity

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What Success Looks Like in This Role
• The CEO’s time is optimized and strategically aligned.
• Board and donor communications are seamless and professional.
• No deadlines are missed.
• Internal coordination improves.
• Sensitive matters are handled with precision and discretion