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.