Executive Assistant to Chief Executive Officer at Benjamin William Mkapa Foundation

Section: Chief Executive Officer's Office
Reports to: Chief Executive Officer
Contract Type: Full-time
Supervises: None

Position Summary

Job Purpose: To provide proactive executive support to the Chief Executive Officer by coordinating strategic priorities, stakeholder engagements, governance processes, executive communications, and office operations. The role acts as the central coordination point for the CEO's Office, ensuring effective planning, follow-up, information management, Board support, and utilization of digital tools to drive organizational efficiency and support the Foundation's growth and impact agenda.

Key Responsibilities

1. Manage the CEO's calendar, appointments, travel schedules, and official engagements, ensuring effective prioritization and coordination of commitments.
2. Coordinate meetings, events, and executive engagements by preparing agendas, briefing notes, presentations, minutes, and other materials required for effective decision-making.
3. Draft, review, and coordinate high-level correspondence, speeches, reports, presentations, and stakeholder communications on behalf of the CEO.
4. Serve as the primary liaison between the CEO's Office and internal and external stakeholders, including Board members, development partners, government officials, donors, and staff.
5. Provide secretariat support to the Board of Trustees, Board Committees, and Senior Management Team, including meeting coordination, preparation of Board packs, recording minutes, monitoring action points, and tracking implementation of decisions and resolutions.
6. Manage and maintain secure electronic and physical records, correspondence, and document management systems for the CEO's Office, ensuring efficient information management and compliance with confidentiality and data protection requirements.
7. Utilize Microsoft 365, digital collaboration platforms, and project management tools to coordinate workflows, monitor strategic priorities and executive commitments, prepare dashboards and reports, and support virtual, hybrid, and in-person engagements.
8. Leverage emerging digital and AI-enabled technologies to enhance productivity, scheduling, communication, workflow coordination, and executive support functions.
9. Support the planning and coordination of strategic events, donor missions, executive visits, stakeholder engagements, and special projects led by the CEO.
10. Perform any other duties as assigned by the Chief Executive Officer.

Qualifications, Experience and Competencies

• Bachelor's Degree in Business Administration, Public Administration, Management, Secretarial Studies, Communications, or a related field.
• Minimum of 5 years' experience providing executive support to a CEO, Executive Director, or senior executive.
• Experience supporting Boards, Committees, or Senior Management Teams.
• Excellent organizational, planning, and stakeholder management skills.
• Strong written and verbal communication skills, including drafting reports, correspondence, and presentations.
• High level of integrity, professionalism, discretion, and ability to handle confidential information.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and other digital collaboration tools.
• Ability to utilize digital productivity and project-tracking tools to support executive and Board operations.