Executive Assistant

Executive Assistant

Shining Hope for Communities

New York, NY   |   March 11, 2020

Organization Profile

Shining Hope for Communities (SHOFCO) is an internationally-recognized grassroots organization that unlocks the potential of urban slum dwellers to lead hopeful and fulfilling lives. SHOFCO disrupts survival mode by providing critical services, including health care, clean water, education, and economic empowerment, and linking these efforts to a community-led advocacy platform. SHOFCO currently impacts over 350,000 individuals across 10 urban slums in Kenya, and is the largest employer in Kibera. SHOFCO is a trusted name and service provider in Kibera with a 10-year track record. For more information, please visit www.shofco.org.

Position Overview – Executive Assistant to the CEO

We’re seeking a resourceful and dedicated Executive Assistant to work with our CEO, Kennedy Odede, to provide administrative, logistical support and project management assistance. The Executive Assistant will handle a broad range of responsibilities and activities to maximize time and effectiveness.

These responsibilities will include the handling of all scheduling, domestic and international travel logistics, meeting preparation, meeting follow-up, and internal meeting representation. In addition, the Executive Assistant will be responsible for managing a substantial portion of the executives’ inbound and outbound communication, often serving as a key liaison for communication with the global staff, Board of Directors, and other members of the SHOFCO community. Specifically, this role manages a fast paced schedule, prioritization to make the most effective use of the executive’s time, a running to-do list and both proactive and reactive email correspondence.  

Under Kennedy’s direction, you will drive relationship management and engagement with an incredible network of social entrepreneurs, philanthropists, policymakers, and thought leaders. As the air-traffic controller of the Office of the CEO, you will be an invaluable sidekick, ensuring Kennedy’s time is leveraged effectively, and talking through ideas, impressions, and issues as they arise. Expect to attend many meetings, an ever shifting calendar, a fast-paced inbox, as well as work across the whole organization on new and ongoing projects in conjunction with Kennedy, allowing you to play a key role in ensuring that SHOFCO achieves its mission and ambitious growth strategy. 

Roles and responsibilities
  • Balancing internal and external scheduling demands and requests while maintaining a focus on and alignment to strategic goals and priorities.
  • Managing a schedule that is sustainable in pace and scope, often shifts, and takes into account unforeseen obligations and variables.
  • Arrange complex and detailed travel plans, determining travel needs for all upcoming trips, and arranging flight and accommodation bookings as well as on the ground logistics within parameters for cost and convenience.
  • Provide administrative support by helping to arrange meetings with internal and external stakeholders, helping to monitor plans, and keeping on top of scheduling logistical priorities.
  • Anticipating and responding to the CEO’s needs relative to upcoming meetings and events; coordinating and managing appropriate resources, ensuring that follow up takes place for each and every meeting
  • Diligently managing, tracking, and prioritizing the CEO’s email; drafting, writing, editing, and proofing emails and correspondences–managing the flow of the CEO’s inbox.  Lead on both reactive and proactive email communications.
  • Participating in and preparing the CEO for development meetings; coordinating and communicating with Advancement team members; tracking and capturing all of the CEO’s fundraising activities in Salesforce and ensuring the CEO is adequately prepped for every meeting
  • Ensure the CEO has appropriate prep and materials, including slides when needed.  
  • Contributing your problem-solving skills and idea generation to figure out smart ways to move projects forward and build sustainable systems.

We’re looking for someone who is:

  • Resourceful and Adaptable: You’re at ease with ambiguity and rapid change. You possess a positive attitude and identify creative solutions to obstacles. You can juggle many essential responsibilities at once and you’re rigorous about prioritizing.
  • Passionate About Learning: You seek out direct feedback and love to invest in your personal development.
  • Detail-oriented: You have excellent organizational skills. Typos make you cringe, and you are quick to spot formatting and grammatical errors. You like creating structure in your work.
  • A Team Player: Nothing is beneath or above you. You are quick always to lend a hand, or two! You are able to earn influence without authority and naturally seek to support both small projects or significant strategic goals. 
  • Mission-oriented: You believe that education is critical for social mobility and that our country and planet need all children to have STEM skills and knowledge so that they can contribute to solving the most pressing problems we face.

What you’ll need:

  • 4-10 years of overall professional experience (we are background agnostic and are excited by candidates with unique and different work histories).
  • Proven experience and past success supporting a fast-paced executive.  
  • Cross cultural interest, and fluency in working with people from different backgrounds and perspectives.  
  • Strong project management and analytical skills; a demonstrated ability to take primary responsibility for a diverse number of projects and to complete them in a timely manner with limited supervision.
  • The ability to assert influence in ensuring deadlines are met, and leadership stays on track to critical deliverables or administrative timelines.
  • Ability to handle multiple deadlines and complete assignments with minimal supervision in a fast-paced workplace.
  • Impeccable organization; you are highly detail-oriented, and someone who gets a real sense of satisfaction from producing polished work and managing smooth and orderly processes.
  • You can practice discretion and have the ability to maintain confidentiality.

Why this role is compelling:

Working directly with an extraordinary leader, Kennedy Odede, you will experience first-hand what it means to lead a well-run, growing organization toward a particular vision. You will be exposed to an unusually wide range of people and issues in the international development and social sectors, as well as the internal infrastructure and operations of a visionary grassroots organization. 

A successful candidate will develop and grow a broad set of professional skills, honing them to the level of excellence in a demanding and fast-paced environment. You will work with, learn from, and grow alongside a high-performing and diverse team in which each individual is committed to rapid development of themselves and others.

This role has the option to serve as a leadership development path for the right candidate. There is a high potential for the role to evolve within three years based on the particular strengths that you bring the team, making this an invaluable opportunity to expand your career in the social sector.

The Application Process

SHOFCO has engaged Koya Leadership Partners to help in this hire. To apply, please create a Basic Profile using this link or click the Express Interest button. The process takes no more than 5 minutes, and all you need is your resume.

Individuals who submit by Tuesday, March 31st, will be given priority; therefore, we encourage you to submit yours soon!

When you apply, we kindly ask you to remove your schools from your resume. There is no need to reformat your resume, and you may leave your degree (e.g., “B.A. Economics”). Just remember to remove any undergraduate and graduate school name references where possible. This “bias blind” process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments instead of resume proxies (e.g., where you went to school). Lastly, we intentionally do not ask for a cover letter, so we kindly request that you not send one in your application.

This evaluation process will follow best practices shown to reduce bias in decision making and may be different from other application processes you have experienced.

The overall evaluation process will look to follow this anticipated timeline:

  • Early April: Selected candidates asked to complete short-answer questions.
  • Early April: Phone interview with SHOFCO staff.
  • Mid-April: Finalist candidates will be asked to complete a timed, blinded, trial assignment.
  • Late-April: Finalists will come for an in-person, multi-team-member group interview in our New York City office. Candidate references will also be checked at this step.
  • Early May: Offers extended. 

If you have any questions about this opportunity, please feel free to email ataleb@koyapartners.com.

About Koya Leadership Partners

Koya Leadership Partners, a member of the Diversified Search Group, is a leading executive search and strategic advising firm dedicated to connecting exceptionally talented people with mission-driven clients. Our founding philosophy—The Right Person in the Right Place Can Change the World—guides our work as we partner with nonprofits & NGOs, institutions of higher education, responsible businesses, and social enterprises in local communities and around the world.

For more information about Koya Leadership Partners, visit www.koyapartners.com.