Executive Assistant

Summary

Join VillageReach as an Executive Assistant, providing high-level administrative support to the CEO, senior management team, and Board of Directors. This role involves coordinating communications, managing complex schedules, planning events, and preparing documents. The position offers remote work options in the US or Nairobi, Kenya. The ideal candidate is highly self-motivated, professional, and capable of managing a demanding workload. This is a fantastic opportunity to contribute to a mission-driven global organization. Responsibilities include managing executive communications, preparing documents, arranging travel, facilitating meetings, and supporting the Board. The successful candidate will possess strong organizational and communication skills.

Requirements

• Advanced Microsoft Office skills, with an ability to become familiar with organization-specific programs and software including Salesforce, PowerBI, SharePoint, and Concur
• Proficiency in collaboration and delegation of duties
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
• Exceptional interpersonal skills
• Friendly and professional demeanor
• Be currently located in the United States or Kenya
• Bachelor’s degree
• 4-7 years of administrative experience
• Experience working with management-level staff in previous positions
• Established cultural competency in partnering with racial, cultural and linguistically diverse groups
• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced technical environment
• Excellent written and verbal communication in English
• Proficiency in managing complex schedules and travel logistics across multiple time zones

Responsibilities

• Coordinate executive communications for the CEO, including managing requests for information, responding to emails, interfacing with partners and staff, and maintaining records of communication with stakeholders in organizational systems
• Maintain relationships with key partners, board members, and executives
• Prepare internal and external documents and communications for team members and partners including conducting research and analysis
• Manage complex calendars for the CEO, coordinating meetings across multiple time zones and ensuring efficient scheduling
• Arrange travel logistics, including visa documentation, flight bookings, accommodations, and expense reporting for the CEO
• Facilitate Executive and Global Management Team meetings by developing agendas to ensure critical business is covered throughout the year, documenting minutes, and tracking follow-up actions to ensure progress on critical initiatives. Ensure smooth communication across these teams
• Work with the Board Secretary to ensure that all corporate, financial, and Board Meeting documents (resolutions, minutes, etc) are stored and readily accessible in the Intranet portal for Board members, staff leadership, and auditors. Support the Board and committees by preparing meeting materials, scheduling meetings, and assisting with new Board-member on-boarding
• Plan and execute in-person and virtual events such as retreats, virtual Tea and Learns, and Staff & Board meetings and activities. This involves managing logistics, budgets, and participant communications. Travel may be required to support retreats or meetings
• Maintain and track the CEO’s and Board’s budget, assist in reviewing and developing the fiscal year budget, and provide financial reporting as needed
• Uphold confidentiality and professionalism in all interactions and tasks

Preferred Qualifications

• Demonstrated understanding of challenges with working in rural, underserved and low-income context; experience living in and/or working in a low-income country a plus
• French or Portuguese language skills a plus

Benefits

In the USA, the range for this position is $58,500 to $69,600. In Kenya, the range is $34,600 to $44,300