Executive Assistant to the CEO

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Malala Fund

Hybrid
  • Career category: Admin
  • Job type: Job
  • Organisation type: Civil Society
  • Remote option: Hybrid
  • Right to work requirements: Right to work required in advance
  • Remuneration: USD 90,000 USD-USD 101,600 USD / yearly
  • Work schedule: Full-time
  • Length of contract: Temporary/ Fixed-term
  • Location: United States 
Child protection/ Children’s rights Education
Who are we?

Malala Fund is working for a world where all girls can learn and lead. Malala Fund advocates for resources and policy changes needed to give all girls a secondary education, invests in local education leaders and amplifies the voices of girls fighting for change. Learn more at malala.org.
 
Duties and Responsibilities

CEO Calendar & Scheduling

  • Manage a dynamic and complex calendar of internal and external meetings for the CEO. 
  • Prioritize requests and resolve scheduling conflicts in coordination with the Chief of Staff. 
  • Ensure appropriate preparation time, travel considerations, and follow-up between engagements. 
  • Anticipate shifting priorities and adjust schedules accordingly. 
Travel & Logistics

  • Plan and coordinate detailed international travel itineraries for the CEO.  
  • Book flights, accommodations, and transportation. 
  • Prepare comprehensive travel agendas and briefing materials. 
  • Coordinate logistics for travel-related meetings and engagements. 
  • Troubleshoot travel issues to ensure smooth execution. 
Meeting Preparation 

  • Coordinate agendas and compile pre-read materials for CEO meetings. 
  • Track and follow up on preparation materials to ensure readiness. 
  • Maintain systems and standard operating procedures for meeting preparation. 
Board Coordination

  • Coordinate scheduling and logistics for Board and Committee meetings. 
  • Support board member travel and meeting arrangements as needed. 
  • Manage the board platform (e.g., OnBoard) in partnership with the Chief of Staff. 
Office Operations & Administrative Systems

  • Process and track CEO expense reports (e.g., Concur). 
  • Maintain organized files and documentation for the CEO and Board. 
  • Manage CEO contacts and relationship records (e.g., Salesforce). 
  • Maintain document management systems and file architecture. 
  • Partner with the Chief of Staff to track CEO priorities and to-do lists. 
  • Support monitoring of the CEO Office budget and track related expenses. 
Events & Special Projects

  • Provide logistical and administrative support for events and special projects on an as needed basis.
Organisational Values

  • Upholds the values of Malala Fund.
  • Actively contributes to a diverse, equitable, and inclusive workplace.
  • Maintains the highest standards of safeguarding and professional conduct.
  • Demonstrates discretion, diplomacy, and responsiveness.
  • Models transparency and serves as a resource across the organization.
  • Promotes a culture of learning, collaboration, and continuous improvement.

What you bring to us and the role!
  • Significant experience supporting senior executives or leadership teams. 
  • Exceptional organizational and time management skills. 
  • Strong written and verbal communication skills. 
  • Ability to manage multiple priorities in a fast-paced environment. 
  • High level of professionalism, discretion, and sound judgment. 
  • Experience coordinating complex scheduling and travel logistics. 
  • Strong attention to detail and ability to maintain systems and processes.
  • Experience with CRM systems (e.g., Salesforce), expense tools (e.g., Concur), and board platforms.

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