Executive Assistant

Role Overview

This role sits at the center of ZanaAfrica’s executive office, keeping the Founder and other senior leaders organized, informed, and able to act decisively. Day to day, the Executive Assistant turns competing demands into a workable schedule, prepares leaders for meetings and travel, and ensures commitments made in one conversation do not disappear after it ends. The position matters because it protects limited leadership attention, strengthens communication across teams, and gives the organization a dependable operational anchor.

Key Responsibilities

• Own the Founder’s and senior executives’ calendars: schedule, reschedule, and prioritize appointments while protecting blocks for focused work and urgent matters.
• Plan and coordinate meetings from start to finish, including invitations, agendas, briefing documents, room or virtual setup, and follow-up materials.
• Arrange detailed travel itineraries, transportation, accommodations, and related logistics for executive trips, adjusting plans when circumstances change.
• Draft, edit, and compile executive correspondence, presentations, reports, and meeting packs to a high standard of accuracy and tone.
• Capture decisions, action items, and deadlines during meetings, then track progress and prompt responsible parties until items are closed.
• Act as a trusted liaison between the executive office and internal teams, external partners, and other stakeholders, ensuring messages and materials reach the right people.
• Maintain confidential files, records, and systems so that key information is current, accessible, and secure.
• Provide flexible administrative and coordination support for special projects, events, and emerging executive priorities.

Requirements & Qualifications

• Demonstrated experience as an Executive Assistant, senior administrative partner, or similar role supporting a Founder, C-suite executive, or other senior leader.
• Excellent organization and the ability to rank tasks effectively, with a proven record of managing multiple calendars, deadlines, and shifting priorities without losing detail.
• Polished written and spoken communication, including the ability to draft, proofread, and format executive-level documents.
• Good judgment and a discreet approach when handling sensitive information, confidential matters, and high-level relationships.
• A proactive instinct for what leaders need next, including the ability to spot gaps and act before being asked.
• Comfort operating in a demanding, high-tempo setting where competing demands are normal and priorities can change quickly.
• Strong coordination and follow-through skills, especially for tracking action points across teams and ensuring accountability.
• A bachelor’s degree or equivalent professional experience in administration, business support, communications, or a related field is commonly expected; relevant training or certifications are an advantage.