Executive Assistant to the President & CEO; and Special Projects Manager

JA Africa is one of Africa’s largest organizations working on economic development for youth. We equip young Africans with the employment and entrepreneurship skills and mindsets they need to build thriving communities. Through our work, we help shape the next generation of leaders, entrepreneurs, and employees, who will build Africa’s future. JA Africa is a member of JA Worldwide. For more information, visit https://ja-africa.org/

The Executive Assistant and Special Projects Manager provides high-level executive and administrative support to the President and CEO of JA Africa. This role requires a highly organized, proactive, and detail-oriented individual who can effectively manage multiple priorities, maintain confidentiality, and exercise sound judgment. The ideal candidate will possess exceptional communication and interpersonal skills, digital skills with knowledge of AI tools for research, organization, and productivity, and the ability to anticipate needs, solve problems, and manage projects with minimal supervision.

• Bachelor’s degree in business administration, public administration, economics, international relations, development, or a related field.
• Master’s degree or project management certification preferred.
• Minimum of 3-5 years of experience managing a project or providing executive-level support, preferably in a dynamic international organization.
• Proven experience in project management, with a track record of successfully managing and delivering projects on time and within budget.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to communicate effectively with diverse audiences.
• Strong interpersonal skills, with the ability to build and maintain relationships with internal and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
• Proficiency with AI tools, including ChatGPT and other tools for research, writing, organizing, scheduling, and maximum productivity.
• Ability to handle confidential information with discretion and maintain the highest level of professionalism.
• Strong problem-solving skills, with the ability to identify and analyze issues and develop effective solutions.
• Ability to work independently, take initiative, and exercise sound judgment.
• Flexibility and adaptability to changing priorities and demands.
• Knowledge of the African business landscape and global socio-economic issues.
• Fluency in English is required; proficiency in French is a desirable bonus.

• Manage the President and CEO’s complex and dynamic calendar, including scheduling meetings, appointments, and travel arrangements, while optimizing time and prioritizing major donor deliverables.
• Serve as the primary point of contact for internal and external stakeholders, including Board members, senior leadership, partners, and donors, handling inquiries and requests with professionalism and discretion.
• Coordinate and manage travel logistics, including booking flights, visas, accommodations, and ground transportation, and developing detailed itineraries.
• Prepare and reconcile expense reports, ensuring accuracy and adherence to organizational policies.
• Draft and edit correspondence, reports, and other documents, ensuring clarity, accuracy, and a professional tone.
• Maintain confidential files and records, ensuring security and compliance with data protection policies.
• Anticipate the needs of the President and CEO and proactively identify opportunities to streamline processes and improve efficiency.
• Provide support to the Board of Directors, including coordinating meetings, preparing materials, and managing communication.
• Support the CEO with follow-up communication with meeting and conference attendees, and keep track of responses and deliverables
• Update the newsletter mailing list with all new contacts for the President & CEO
• Conduct research and gather information on various topics to support the President and CEO’s decision-making and initiatives.
• Review the attendee list for conferences that the President & CEO has been invited to attend to identify potential partners and prepare a briefing package for her
• Prepare a weekly briefing for the President & CEO on the latest news and trending topics in the youth empowerment space, especially regarding African youth
• Research websites of major global donors to identify trending topics or requests for proposals to include in a weekly briefing for the President & CEO
• Support with research for thought leadership pieces and keynote speeches
• Support the President & CEO with the design of new special projects that fit the mission of JA Africa and align with goals for the current strategic cycle
• Develop project proposals, including defining scope, goals, deliverables, timelines, and budget.
• Once approved and funding received, coordinate project pilot activities, track progress, and identify and resolve any issues or roadblocks.
• Communicate project status to the President, CEO, and other stakeholders, providing regular updates and reports.
• Collaborate with cross-functional teams and external partners to ensure project success.
• Conduct research and analysis to inform project planning and decision-making.
• Prepare project-related documentation, including proposals, reports, and presentations.
• Monitor project budgets and expenses, ensuring adherence to financial guidelines.
• Evaluate project outcomes and identify lessons learned for future projects.
• Transition the project to the Programs team once approved as an ongoing project.