Executive Assistant to the CEO

Who are we?

Malala Fund is working for a world where all girls can learn and lead. Malala Fund advocates for resources and policy changes needed to give all girls a secondary education, invests in local education leaders and amplifies the voices of girls fighting for change. Learn more at malala.org.

What does this team do?
The Office of the CEO is a fast-moving, highly collaborative team that keeps priorities, people, and operations running smoothly behind the scenes. From managing complex logistics to supporting strategic initiatives, the team helps create the structure and coordination that allow the CEO, and the organisation, to operate at their best.

What does this position do?

The Executive Assistant (EA) to the CEO provides high-level administrative and operational support, ensuring the effective day-to-day functioning of the Office of the CEO. This role manages complex scheduling, travel, and meeting preparation to enable the CEO to operate with focus and efficiency.

Working in close partnership with the Chief of Staff, the EA helps maximize the CEO’s time by ensuring engagements are well-prioritized, prepared, and executed. The EA serves as a key coordination point across the organization and with external stakeholders, maintaining strong systems, attention to detail, and operational discipline.

A logistical powerhouse, the EA keeps the CEO on track and ensures operations run smoothly in a fast-paced, mission-driven environment. The role requires exceptional organization, proactivity, discretion, and sound judgment.

 

Duties and Responsibilities

CEO Calendar & Scheduling

• Manage a dynamic and complex calendar of internal and external meetings for the CEO. 
• Prioritize requests and resolve scheduling conflicts in coordination with the Chief of Staff. 
• Ensure appropriate preparation time, travel considerations, and follow-up between engagements. 
• Anticipate shifting priorities and adjust schedules accordingly. 

Travel & Logistics

• Plan and coordinate detailed international travel itineraries for the CEO.  
• Book flights, accommodations, and transportation. 
• Prepare comprehensive travel agendas and briefing materials. 
• Coordinate logistics for travel-related meetings and engagements. 
• Troubleshoot travel issues to ensure smooth execution. 
  

Meeting Preparation 

• Coordinate agendas and compile pre-read materials for CEO meetings. 
• Track and follow up on preparation materials to ensure readiness. 
• Maintain systems and standard operating procedures for meeting preparation. 

Board Coordination

• Coordinate scheduling and logistics for Board and Committee meetings. 
• Support board member travel and meeting arrangements as needed. 
• Manage the board platform (e.g., OnBoard) in partnership with the Chief of Staff. 

Office Operations & Administrative Systems

• Process and track CEO expense reports (e.g., Concur). 
• Maintain organized files and documentation for the CEO and Board. 
• Manage CEO contacts and relationship records (e.g., Salesforce). 
• Maintain document management systems and file architecture. 
• Partner with the Chief of Staff to track CEO priorities and to-do lists. 
• Support monitoring of the CEO Office budget and track related expenses. 

Events & Special Projects

• Provide logistical and administrative support for events and special projects on an as needed basis.

Organisational Values

• Upholds the values of Malala Fund.
• Actively contributes to a diverse, equitable, and inclusive workplace.
• Maintains the highest standards of safeguarding and professional conduct.
• Demonstrates discretion, diplomacy, and responsiveness.
• Models transparency and serves as a resource across the organization.
• Promotes a culture of learning, collaboration, and continuous improvement.

What you bring to us and the role!

Essential

• Significant experience supporting senior executives or leadership teams. 
• Exceptional organizational and time management skills. 
• Strong written and verbal communication skills. 
• Ability to manage multiple priorities in a fast-paced environment. 
• High level of professionalism, discretion, and sound judgment. 
• Experience coordinating complex scheduling and travel logistics. 
• Strong attention to detail and ability to maintain systems and processes.
• Experience with CRM systems (e.g., Salesforce), expense tools (e.g., Concur), and board platforms.

 

Supervisory Responsibilities

None.

Travel Required
Occasional international and domestic travel may be required.

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Malala Fund is an equal opportunity employer and inclusive organization who welcomes employees from under-represented and intersectional communities  including BIPOC, LGBTQ+ and persons with disabilities. We seek people with diverse backgrounds, cultures, ages, experiences and identities to provide a wide range of perspectives, ideas, views and insights into the strategy, policies, culture and ambitions of Malala Fund.

 

Malala Fund is committed to safeguarding and ensuring the safety and dignity  of all of  those involved in our work. Our first priority is protecting everyone who comes in direct or indirect contact with our organization, including staff, partners, grantees, and the communities in which we work

 

Malala Fund has a zero-tolerance approach to abuse, exploitation, harassment, or discrimination of any kind  by any of our staff, representatives or partners. We commit to ensuring that those who work with Malala Fund or on our behalf are able to work in an environment that is safe, respectful, and free from harm. To uphold this commitment, Malala Fund reserves the right to conduct background checks on prospective and current employees.