Job Description
Executive Assistant to CEO
Washington, DC, US | Full-time; Permanent
I. Position Summary
Malala Fund is seeking a highly organized and self-motivated Executive Assistant to CEO to provide vital strategic administrative support to the CEO, the Board of Directors and the Executive Leadership team. They will be an essential liaison between these groups, as well as between the CEO and the wider Malala Fund team and external stakeholders.
Reporting directly to the CEO, the Executive Assistant to CEO will be a main point of contact for the Board of Directors and will project manage board and board committee meetings. They will be expected to remain in regular contact with the Board, and the CEO, and the Executive Leadership Team (ELT), keeping them informed of board and board committee activity and supporting the CEO, on all matters related to Malala Fund Board of Directors.
The Executive Assistant to CEO will organize and coordinate the CEO’s executive outreach and external relations efforts, and provide support special projects as may be required
The ideal candidate possesses the ability to work independently, is attentive to detail and highly organised, possesses excellent written and verbal communication skills, can effectively manage time, priorities and projects; and maintains discretion and respect for confidential information.
Salary range: $95,500 – $101,300
II. Responsibilities
Executive Support
Plans and manages a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans (domestic & international), itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
Communicates directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to CEO's initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the Organization.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
Serves as the CEO's administrative liaison to Malala Fund's board of directors.
Oversees scheduling and all logistical planning around board support, including scheduling regular meetings, committee meetings and managing correspondence. Assists board members with travel arrangements, lodging, and meal planning as needed.
Works closely with the CEO, Board Chair and Board Secretary to ensure the timely preparation, publishing and distribution of materials (e.g., requests, agenda, schedules, notices, resolutions, etc.) for the Board and Board Committee meetings, utilizing diligent, coordinating with other departments to assembly and disseminate preparatory materials.
Work with committee chairs and Board members as needed to track action items and accomplish committee-related tasks.
Alongside the Board Secretary, manages the board online platform Onboard.
Coordinates board orientation for incoming board members.
Assist Board Secretary for special project management as directed by the CEO and the Board Chair.
Executive Management Team Liaison
Participates as an adjunct member of the Executive Leadership Team including assisting in scheduling meetings and attending all meetings.
Working with the CEO, to implement, update and monitor annual objectives and OKRs for the Executive Office including initiating and assuming responsibility for budget planning.
Assists in coordinating the agenda of Executive Leadership team meetings and off-sites, and all staff meetings.
Supports the ELT in the development, compiling, editing and formatting of board meeting presentations and materials.
Project manages ELT-run initiatives (via Monday.com or other trackers) to ensure action items are documented and timelines are adhered.
Communications, Partnerships and Strategic Outreach
Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with the Executive Leadership team.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
Works with the Departments Heads in coordinating the CEOs outreach activities.
Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
Edits all, and creates acknowledgement letters from the CEO to donors.
Organisational Culture
Upholds the values of Malala Fund.
Actively contributes to making Malala Fund a diverse and equitable workplace through inclusive practice and openness to different perspectives, cultures and ideas.
Maintains behaviour and conduct that uphold the highest standards for safeguarding, professionally and personally.
Acts as a role model for a ‘learning organisation’ culture by seeking insight and using problems as opportunities to learn.
III. Knowledge, Experience and Behaviours
Essential
Ability to work with minimum supervision.
Skilled administrator with 8-10 years working in Executive-level administrative support.
Experience providing support to a Board of Directors.
Proven ability to meet deadlines and effectively manage multiple tasks while utilizing superior organization skills with high attention to detail.
Excellent written and verbal communications skills.
Availability to occasionally travel both domestically and internationally as needed.
Proficient in Microsoft Office suite and Google Apps.
Strong commitment to Malala Fund’s mission, purpose and values.
Strong commitment to gender equality, anti-racism, anti-discrimination, decolonisation and social justice.
Strong commitment to professional development and continued learning.
Excellent team player with ability to work independently and in collaboration with colleagues at all levels across departments and external stakeholders.
Desirable
Experience managing complicated domestic and international logistics.
Experience with budget management.
Operations management experience in a similar context.
Degree in politics, education, international development or related field.
Experience of managing and coordinating across complex projects or networks.
Ability to function well in a high-paced environment
Malala Fund is committed to racial equity and social justice. We actively seek applicants from diverse backgrounds, experiences and identities, to provide a wide range of perspectives, ideas, views and insights into the strategy, policies, culture and ambitions of Malala Fund. We would particularly welcome applications from candidates who have lived in countries in which Malala Fund is operating.
IV. About Malala Fund
Registered as a public charity in the U.K. and U.S., Malala Fund is working toward a world where all girls can learn and lead. With more than 130 million girls out of school today, we're breaking down barriers that hold girls back.
Malala Fund advocates for resources and policy changes needed to give all girls a secondary education. The girls we serve have high goals for themselves and we have high expectations for leaders who can help them. We invest in local education leaders and front-line organisations — the people who best understand girls in their communities — in regions where most girls are missing out on secondary school. We give girls the tools they need to advocate for education and equality in their communities and a platform for the world to hear their voices. We believe girls should speak for themselves and tell leaders what they need to learn and achieve their potential.
V. How to Apply
Please submit your resume and cover letter through the application link by 15 Janurary 2023.
Please note that due to the very high number of applications we receive when positions are posted, we are only able to respond directly to candidates with whom we wish to move forward in the interview process.
Please note you must have the required right to work for the location you are applying for. You will be asked to provide proof of your right to work should you be selected for interview.
Malala Fund is an inclusive organisation and welcomes applications from under-represented and intersectional groups including BIPOC, LGBTQ+ and persons with disabilities. We are seeking people from different backgrounds, cultures, age, experience and identities, to provide a wide range of experience, ideas, views and insights into the strategy, policies, culture and ambitions of Malala Fund.
Malala Fund is committed to ensuring the safety of those involved in our work. Our first priority is protecting everyone who comes in direct or indirect contact with our organisation. Malala Fund has a zero-tolerance approach to abuse and exploitation by any of our staff, representatives or partners. We commit to ensuring that those who work with Malala Fund or on our behalf are able to work in an environment that is free from harm. To this end, Malala Fund reserves the right to conduct background checks on prospective and current employees.