Legal Services Facility > Vacancies > Executive Assistant to the CEO

Executive Assistant to the CEO

Executive Assistant
Project Location(s):
Dar es Salaam, Tanzania
Job Type:
Full time, Employee
Bachelor’s degree or equivalent experience with social sciences background and an interest in national and global issues.


Thursday, 29th January, 2020

Position Summary:

Reporting directly to the CEO, the Executive Assistant to the CEO provides executive, administrative, and
development support to the CEO and Board of Directors, as well as the Senior Management Team.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all
matters pertaining to the CEO.

The Executive Assistant serves as a liaison to the Board of Directors and
senior management teams; organizes and coordinates executive outreach and external relations efforts;
and oversees special projects.

Reporting Lines:

Reports to the Chief Executive Offer (CEO).

Key Responsibilities:

Executive Support:

  • Assists the CEO with daily administrative duties and completes a broad variety of administrative
    tasks that include managing an active calendar of appointments; completing expense reports;
    composing and preparing correspondence; arranging complex and detailed travel plans, itineraries
    and agendas and compiling documents for meetings.
  • Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level
    meetings both internally and externally.
  • Coordinates meetings and strategic activities with the Senior Management Team, the LSF board and
    the Annual General Members (AGM).
  • Communicates directly and on behalf of the CEO with Board members, AGM members, donors, LSF
    staff, and others on matters related to programmatic initiatives as directed.
  • Conducts research on prospective corporate and foundation donors to identify and evaluate current
    needs and assembles materials needed for the proposals.
  • Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written
    communication with donors and prospects.
  • Supports CEO in his/her external commitments related to LSF, including service on external boards,
    committees and other groups.
  • Processes LSF’s memberships with other organizations.

Board Support and Liaison

  • Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities,
    which include coordinating AGM annual meetings, quarterly Board meetings and dinners; annual
    Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations
    for out-of-town Board members; processing travel reimbursement requests; and compiling,
    assembling, and distributing Board meeting materials. Research potential Board members for the
    Nomination Committee.
  • Maintains confidential files and contact information; coordinates meetings, conferences, and
    committees both on and off site to support the CEO’s agenda.
  • Maintains AGM, Senior Staff meeting and board records.
  • Management Liaison
  • Participates as a secretary of the Senior Staff team including assisting in scheduling, attending
    meetings. Represents the CEO in designated meetings as required.
  • Assists in coordinating the agenda of senior management team meetings. Prepares an account of
    the meetings and designates and follows up on assigned action items.


  • Bachelor’s degree or equivalent experience with social sciences background and an interest in
    national and global issues.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
    with excellent attention to detail.
  • Five to ten years providing support for upper-level management in a related organization.

Personal Qualities & Skills:

  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff,
    board members, external partners and donors.
  • Previous experience working with development and fundraising programs to increase donor
    contributions and funding sources.
  • Proficiency in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data
    management systems knowledge helpful.
  • Ability to learn new software
  • Ability to conduct research and present data in a concise and well-written manner.
  • Ability to work independently and with professional discretion.
  • Excellent writing, editing, grammatical, organizational, and research skills.
  • Ability to work with a broad range of people including major donors, Board members, colleagues
    of the CEO and staff, and others.
  • Excellent management, time-management, and problem-solving skills.

Application Instructions:

If you are Tanzanian and qualified for this post, please submit a single page application letter showing your suitability to the role with an updated Curriculum Vitae to  by Wednesday 06th November, 2019.