Executive Assistant to the Executive Director at Nivishe Foundation

• The Executive Assistant (EA) will provide high-level executive, administrative, and strategic support to the Executive Director, enabling effective leadership, decision-making, and organizational performance. The role requires exceptional professionalism, discretion, communication skills, and the ability to manage complex priorities in a fast-paced nonprofit environment.

Key Responsibilities

• Executive & Administrative Support
• Serve as the primary point of contact for the Executive Director, managing all incoming communications, correspondence, and requests with professionalism and confidentiality.
• Manage and optimize the Executive Director's calendar, meetings, and appointments, ensuring effective prioritization aligned with organizational goals and deadlines.
• Anticipate the Executive Director's needs and proactively address administrative requirements to ensure seamless daily operations.
• Travel & Logistics Management
• Coordinate complex domestic and international travel, including flights, accommodation, visas, transport, and itineraries, ensuring cost-effectiveness and efficiency.
• Prepare travel briefs, meeting packs, and post-travel follow-ups as required.
• Communication & Documentation
• Draft, review, and edit high-quality correspondence, presentations, reports, briefing notes, and speeches for internal and external stakeholders.
• Maintain organized and secure filing systems for executive documents, contracts, and confidential records.
• Oversee ED's and Organization's branding/marketing and communications.
• Meetings, Events & Board Support
• Coordinate and facilitate meetings, conferences, Board sessions, donor engagements, and high-level events involving the Executive Director.
• Prepare agendas, briefing materials, minutes, and action trackers, and follow up to ensure timely execution of decisions.
• Support governance processes by coordinating Board documentation, schedules, and compliance requirements as needed.
• Stakeholder Engagement & Liaison
• Act as a liaison between the Executive Director and internal departments, Board members, partners, donors, government stakeholders, and service providers.
• Manage correspondence and ensure timely follow-up on commitments, requests, and deliverables.
• Research & Strategic Support
• Conduct background research, prepare briefs, and synthesize information to support executive decision-making, presentations, and external engagements.
• Support the Executive Director in monitoring priorities, tracking deliverables, and advancing strategic initiatives.
• Financial & Operational Administration
• Support expense tracking, reimbursements, procurement documentation, invoice processing, and basic financial administration in line with organizational policies.
• Assist with compliance documentation, contract management, and operational coordination as required.
• Confidentiality & Professional Standards
• Handle sensitive and confidential information with the highest standards of integrity, discretion, and professionalism.
• Uphold organizational values, ethical standards, and safeguard policies.
• Other Duties
• Perform any other duties as assigned by the Executive Director or senior management consistent with the role's scope.

Qualification / Experience

Essential Requirements

• Education: Bachelor's degree in business administration, Communications, International Relations, Management, or related field
• Experience: Minimum of 3–5 years' experience providing high-level executive or personal assistance to senior leaders, preferably in NGOs, international organizations, or mission-driven institutions
• Calendar Management: Demonstrated experience managing complex calendars, international travel, and high-level stakeholder engagements
• Communication Skills: Exceptional written communication skills, including drafting executive correspondence, reports, and presentations
• Professionalism: High level of professionalism, discretion, emotional intelligence, and judgment
• Organizational Skills: Strong organizational, multitasking, and time-management skills with proven ability to meet tight deadlines