Executive Assistant to the CEO

About Busara:

Since 2014, Busara has evolved from a small behavioral science lab in Nairobi into a boutique research and advisory organization. Our diverse team of over 130 staff from 15+ countries has engaged in diverse projects across more than 50 countries in sectors like Agriculture, Health, Governance, and Inclusive finance. While headquartered in Nairobi, Kenya, we have expanded our footprint with offices now in India, Uganda, Tanzania, Nigeria, and Latin America. 

Role Purpose Statement:

The Executive Assistant will provide high-level administrative and coordination support to the CEO, enabling them to operate effectively across a fast-paced, multi-country organization.

Key Accountabilities/Responsibilities

• Manage the CEO’s schedule to ensure time is used effectively, balancing strategic priorities, meetings, and external engagements in an organised and efficient manner.
• Own a complex, multi-time-zone calendar, proactively resolving conflicts, anticipating constraints, and adapting to shifting priorities with discretion and attention to detail.
• Act as a trusted support to the CEO by anticipating needs, screening and responding to inquiries, and preparing background information.
• Serve as a primary gatekeeper for inbound requests to the CEO, applying agreed prioritization principles and redirecting items as appropriate.
• Provide end-to-end administrative and logistical support for meetings, workshops, and conferences, including registration and coordination with partners, travel arrangements, note-taking, documentation, and circulation of agreed action/decision points.
• Support the executive team and senior leadership by coordinating meetings, maintaining agreed leadership cadences, and maintaining the C-suite Google Drive.
• Coordinate internal and external meetings such as leadership meetings, staff meetings, off-sites, one-on-ones, and partner engagements.
• Provide high-level administrative and operational support to the CEO and leadership team, including managing schedules, correspondence, travel, expenses, meetings, and key priorities.
• Support efficient executive operations by coordinating logistics, governance processes, and administrative systems while ensuring strong organisation, compliance, and time management.
  

Knowledge, Skills, and Experience

Minimum Requirements 

• Highly organized with strong attention to detail and proofreading skills
• Excellent interpersonal skills; able to build relationships with staff, board members, partners, and clients
• Trusted with confidential information, adaptable to competing demands, and committed to outstanding service
• Resilient under pressure and able to manage stressful situations effectively
• Available and responsive during high-stress periods
• Skilled in leading peers and managing upwards
• Strong problem-solving skills with practical solutions
• Advanced proficiency in MS Office, Google Workspace
• Exceptional written and verbal communication skills

Desired Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field; an advanced degree is an advantage
• Minimum of 3 years’ experience in operations, office management, or executive-level support, and at least 2 years as an Executive Assistant to a CEO or equivalent
• Advanced proficiency in MS Office and Google Workspace with strong organizational, communication, and problem-solving skills
• Proven ability to manage confidential information, work under pressure, and lead across teams and stakeholders