Executive Assistant To The Executive Team At Dãƒâƒã‚â�nãƒâžã‚â›h

Reports to: Chief Executive Officer (CEO)

Position Overview

MDF is seeking a highly organised, proactive, and exceptionally capable Executive Assistant to the Executive Team to provide high-level administrative, operational, and coordination support to the CEO and senior leadership team.

The Executive Assistant will serve as a key member of the Executive Office, supporting the effective management of executive priorities, organisational initiatives, stakeholder engagements, and day-to-day operations. The role requires excellent judgement, discretion, communication skills, attention to detail, and the ability to operate effectively in a fast-paced, international, and evolving organisation.

The successful candidate will be expected to manage competing priorities, coordinate complex schedules and engagements, prepare executive-level materials, facilitate communication across teams, and ensure timely follow-through on key decisions and initiatives. The individual must be comfortable working with senior executives, external partners, donors, government representatives, international organisations, and other high-level stakeholders.

Key Duties and Responsibilities

Executive Support & Coordination

• Provide comprehensive administrative and operational support to the CEO and Executive Team.
• Manage complex calendars and schedules, coordinating internal and external meetings across multiple time zones and resolving scheduling conflicts proactively.
• Monitor executive priorities, commitments, deadlines, and deliverables, ensuring timely follow-up and completion.
• Prepare schedules, briefing materials, meeting packs, agendas, presentations, and other documents required by the Executive Team.
• Serve as a key point of contact between the Executive Team and internal departments and external stakeholders.
• Manage incoming communications and ensure matters requiring executive attention are appropriately prioritised and escalated.
• Exercise sound judgement in managing requests, priorities, and sensitive matters on behalf of the Executive Team.

Meetings & Executive Engagements

• Coordinate executive, leadership, board, strategy, and other high-level meetings and engagements.
• Prepare agendas, presentations, briefing notes, and supporting materials.
• Attend meetings where required and maintain accurate records of key decisions, action points, responsibilities, and deadlines.
• Maintain an effective action tracker and follow up with relevant team members to ensure agreed actions are completed.
• Support the planning and execution of high-level stakeholder meetings, visits, events, and conferences.
• Maintain professional relationships with key contacts and ensure appropriate follow-up following executive engagements.

Communication & Documentation

• Draft, edit, and proofread correspondence, emails, reports, presentations, briefing notes, and other documents on behalf of the CEO and Executive Team.
• Prepare professional communications for internal and external stakeholders as delegated.
• Maintain well-organised electronic and physical records relating to the Executive Office.
• Ensure confidential and commercially sensitive information is handled securely and appropriately at all times.

Travel & Logistics

• Coordinate domestic and international travel arrangements for members of the Executive Team, including flights, accommodation, ground transportation, visas, itineraries, and meeting schedules.
• Prepare detailed travel itineraries and relevant briefing materials.
• Coordinate meetings, events, and stakeholder engagements during executive travel.
• Resolve travel changes, disruptions, and logistical issues efficiently.
• Organisational Support
• Support the Executive Team in coordinating strategic and cross-functional projects involving multiple departments and stakeholders.
• Conduct research and compile information to support executive decision-making, presentations, proposals, and reports.
• Track key organisational initiatives and provide timely updates on progress, outstanding actions, and deadlines.
• Identify opportunities to improve Executive Office processes, systems, and ways of working.
• Work closely with colleagues across MDF to support the effective execution of organisational priorities.
• Undertake ad hoc assignments and priority initiatives as directed by the CEO or Executive Team.

Qualifications & Experience

• Bachelor's degree in a relevant field.
• Proven experience as an Executive Assistant, Personal Assistant, Executive Office Coordinator, or in a similar role.
• Previous experience supporting a CEO, Executive Director, Managing Director, senior leadership team, or other C-suite executives is strongly preferred.
• Experience managing complex calendars, executive correspondence, meetings, travel arrangements, and competing priorities.
• Experience coordinating projects and working across multiple teams and stakeholders.
• Demonstrated ability to work effectively in a fast-paced and multicultural environment.

Skills & Competencies

• Exceptional organisational and time-management skills.
• Outstanding attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong interpersonal and stakeholder management abilities.
• Excellent judgement, discretion, and confidentiality.
• Ability to anticipate needs, take initiative, and work independently.
• Strong problem-solving and decision-making skills.
• Ability to manage multiple priorities and remain calm and effective under pressure.
• Strong follow-through and accountability.
• High emotional intelligence and professional maturity.
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• A resourceful, energetic, and solutions-oriented approach with a strong 'can-do' attitude.