Executive Assistant

Summary

Join the African Leadership University (ALU) as a highly organized and proactive Executive Assistant to support the CEO and Executive Committee (ExCo). You will be responsible for managing complex logistics, streamlining communication, and anticipating the needs of senior leadership. This role requires meticulous calendar management, flawless travel and event logistics, efficient meeting and communication management, and proficient information and knowledge management. You will act as the primary point of contact for diverse stakeholders and proactively identify and solve operational bottlenecks. The ideal candidate will have 5-7 years of experience supporting C-suite executives in a fast-paced, global environment, demonstrating exceptional problem-solving and process optimization skills. Success in this role hinges on your ability to handle confidential information with discretion and your commitment to ALU's mission.

Requirements

• A minimum of 5-7 years of progressive experience in supporting C-suite executives in a fast-paced, global, or highly dynamic environment
• Successfully managed multi-executive, multi-location travel and meeting logistics involving complex international itineraries and demanding schedules
• Ensured seamless execution even under pressure (e.g., coordinating a virtual Board meeting followed by an in-person Senior Leadership retreat with executives arriving from multiple continents)
• Proven ability to anticipate and proactively resolve logistical challenges
• Demonstrated exceptional foresight and problem-solving skills (e.g., having a backup projector bulb readily available for an off-site)
• Experience in optimizing administrative processes and implementing innovative solutions to improve efficiency and workflow for senior leadership teams
• Demonstrated expertise in managing confidential information with the utmost discretion and integrity, particularly at a board level
• Highlight Key Achievements: Instead of just listing responsibilities, mention specific accomplishments or projects that demonstrate the candidate's capabilities
• Competent with the following tools: Google Calendar, Gmail, Slack, Zoom, Loom Google Drive (Docs, Sheets, Slides), Notion, Miro, Trello TravelPerk (or similar), TripIt Pro, AirPortal, Uber for Business Zapier, Google Apps Script, Make/Integromat, AI scheduling assistants Hopin, Mentimeter, Slido, Canva
• Logistical Genius: The ability to re-route four executives around a Cape Town fog closure before coffee
• Digital Dexterity: Advanced proficiency in Google Workspace (Sheets, Slides, Docs, Calendar, Gmail), including complex formulas in Google Sheets, mastery of Gmail shortcuts, and the ability to design visually appealing Miro boards
• Time-Zone Empathy: Proficient in scheduling asynchronously, understanding when a "Loom" video message is more effective than a live call, and able to accurately calculate time differences between various global time zones (e.g., CAT↔PST) in your head
• Written Voice: Possesses a crisp, warm, and consistently mistake-free written communication style
• Process Innovation: Ability to spot bottlenecks, design effective fixes, and implement new systems (e.g., visa trackers, travel trackers) using tools like Notion or similar project management platforms
• Confidential Judgement: Proven track record of handling sensitive and board-level documents with absolute discretion and without a single leak
• Problem-Anticipation: Your default question is, "What might break, and how do I pre-solve it?" You are inherently proactive and forward-thinking
• Cultural Fluency: You are equally comfortable and adept at addressing a Rwandan senator with appropriate greetings as you are at joking with Gen-Z interns on Slack
• Stakeholder Management: Exceptional ability to serve as the first line of contact for diverse stakeholders, adjusting tone and approach seamlessly
• Mission Alignment: A deep-seated passion and commitment to ALU's north star of developing 3 million ethical, entrepreneurial African leaders

Responsibilities

• Architect complex, "follow-the-sun" schedules for the CEO and ExCo
• Meticulously coordinate multi-leg travel across time zones
• Protect essential deep-work blocks within executive calendars
• Flawlessly manage all aspects of executive travel and events
• Secure last-minute visa letters and negotiate group hotel rates (e.g., for Board meetings in Kigali)
• Ensure every journey feels first-class, even in economy, through detailed itinerary planning, booking flights and accommodations, and arranging ground transportation
• Own the end-to-end meeting process
• Draft insightful agendas
• "Pre-wire" key decisions with relevant stakeholders
• Capture actions in real-time during meetings
• Diligently chase actions to "done."
• Develop and maintain efficient systems within Google Workspace
• Build auto-updating dashboards in Google Sheets
• Design slick and professional Google Slides presentations
• Ensure Google Docs are auditable and well-organized
• Act as the primary point of contact for a diverse range of stakeholders (e.g., government ministers, investors, student founders)
• Adeptly switch tone and communication style without missing a beat
• Proactively identify operational bottlenecks
• Design innovative solutions to enhance efficiency and effectiveness
• Develop new systems like visa trackers, travel trackers, or optimized ExCo calendars, leveraging tools like Notion
• Orchestrate critical logistical operations for high-stakes initiatives
• Manage events such as hybrid town halls, intensive 48-hour prototype sprints, or high-profile ministerial visits
• Ensure all resources and arrangements are flawlessly executed for these events
• Ensure the safety and well-being of all young persons and vulnerable adults with whom we deal, by adhering to ALU’s comprehensive safeguarding policy, maintaining a zero-tolerance approach to any violations of safeguarding standards