Executive Assistant NGO Job Pathfinder International

Admin Jobs. Pathfinder International Jobs

Key Responsibilities:

Executive Support, Calendaring & Scheduling:

• Manage the calendar and schedules appointments with internal and external stakeholders on behalf of the members of the SEI team and its VP.
• Manage complex and frequently changing calendars for the VP and SEI leadership, ensuring optimal prioritization and alignment with organizational goals.
• Coordinate high-level internal and external meetings, including agenda preparation, pre-briefing materials, and timely follow-up on action items.
• Serve as a key point of contact between the VP, SEI teams, and stakeholders, ensuring timely communication and responsiveness.

Expense Management, Records & Documentation:

• Prepare, process, and reconcile expense reports, invoices, and contracts in compliance with organizational policies.
• Develop and maintain organized filing, records management, and knowledge-sharing systems (digital and physical) to support accessibility and efficiency.
• Track departmental budgets, payments, and reporting deadlines as needed.

Travel & Event Coordination:

• Plan, coordinate, and manage complex international and domestic travel itineraries for the VP and SEI teams, ensuring efficiency and cost-effectiveness.
• Lead logistics for donor meetings, external stakeholder visits, and in-house events, including venue selection, agendas, hospitality, and coordination with relevant functions (communications, fundraising, program teams).
• Troubleshoot and adapt quickly to last-minute changes, ensuring smooth execution.

Stakeholder Engagement & Networking:

• Cultivate strong working relationships with internal staff, partner agencies, donors, government offices, and board members.
• Support the VP in stakeholder engagement, preparing talking points, presentations, and briefing notes for key meetings.
• Ensure timely follow-up and coordination on cross-departmental initiatives.

Governance & Board/Donor Support:

• Support the VP in preparing materials for the Board of Directors, donor meetings, and other governance-related engagements.
• Track deliverables and deadlines, ensuring accountability and follow-through on commitments.
• Coordinate communications, minutes, and reports to ensure smooth information flow between the VP, Board, and external partners

What You Bring:

• Bachelor’s degree in office administration, Communications, International Relations, Secretarial work or a related field
• Minimum of 3-5 years of progressively responsible administrative and executive support experience supporting C-level executives, senior leadership, or Board governance in an international or multicultural organization.
• Demonstrated experience managing complex calendars, travel logistics, high-level meetings, and confidential information.
• Proven experience liaising with senior stakeholders, such as donors, board members, government officials, or partner organizations.
• Experience in non-profit, international development, or donor-funded organizations strongly preferred.
• Exceptional organizational and time management skills, with the ability to prioritize competing demands under pressure.
• Strong written and verbal communication skills; ability to draft correspondence, reports, and presentations with accuracy and professionalism.
• High degree of discretion, integrity, and confidentiality in handling sensitive matters
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom, SharePoint); experience with expense reporting systems (e.g., Concur) is an advantage.
• Strong interpersonal and relationship-building skills with the ability to interact effectively with staff at all levels and external stakeholders across cultures
• Independent, resourceful, and proactive problem solver, with the ability to anticipate needs and take initiative.

How to Apply

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