Vacancy title:
Executive Assistant

[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Admin & Office]

Jobs at:
Sustainable Growers Rwanda

Deadline of this Job:
Wednesday, September 17 2025

Duty Station:
Kigali | Rwanda

Summary
Date Posted: Wednesday, September 10 2025, Base Salary: Not Disclosed

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JOB DETAILS:

Sustainable Growers Rwanda (SGR) is a non-profit organization that supports women coffee farmers and

their families to become more professionalized and market- based skilled to increase their family incomes

through professional training approach to growing and trading specialty coffee, so they can form direct,

productive relationships with coffee processors, importers and roasters. Established in 2014, Sustainable

Growers has a strong track record for connecting actors along the value chain, to facilitate deep and global

partnerships between small holder producers and their customers.

Executive Assistant to the CEO/ President (SGR)

PURPOSE OF THE JOB

This role will be responsible to serve as the primary point of contact for internal and external relations on

all matters pertaining to the Office of the CEO/ President while managing complex calendars,

correspondence, and serving as a key liaison between the different entities of SGR and oversee special

projects under this office.

MAIN RESPONSIBILITIES.

1. Administrative Support

• Plan, coordinate and ensure the CEO's schedule is followed and respected while being agile to include

         any urgent matters for the CEO’s attention

• Compose and prepare confidential correspondence, reports and other complex documents
• Oversee administrative processes, ensuring the CEO’s office operates efficiently
• Handle sensitive information with discretion and professionalism.

2. Strategic Support

• Assist the CEO in tracking key organizational goals, initiatives, and deadlines.
• Keep the CEO informed of critical tasks and deadlines, helping prioritize activities.
• Provide input on processes to improve the CEO office’s efficiency and effectiveness.
• Carry out research, prioritize, and follow up on incoming issues and concerns addressed to the

President, including those of a sensitive or confidential nature and determine an appropriate course of

action, referral, or response

• Assist with managing the CEO’s office budget, processing expenses, and overseeing procurement.
• Draft correspondence, reports, and strategic documents for the CEO’s review and approval.

3. Meeting Coordination

• Schedule and coordinate executive and Board meetings, ensuring proper preparation and logistics.
• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings

        and attending all meetings

Required Qualifications, Knowledge and Experience.

1. A Bachelor’s Degree in one of the following fields: Business Administration, Communications, or a  related field

2. A master’s degree in any of the following fields: Business Administration, Communications, Law,Finance, Commerce, or a related field will be an added advantage

3. At least 6 years relevant experience, 2 of which should have been in a managerial role in a similar organization or busy function

COMPETENCIES

Technical Competencies

1. Excellent written and verbal communication skills
2. Strong organizational and time management skills
3. Impeccable project management and stakeholder management skills
4. Experience with project management tools and virtual meeting platforms
5. Proficiency in MS Office and data analysis tools

Behavioral Competencies

1. Customer Focus
2. Cultivate Innovation
3. Drives Results
4. Collaborates
5. Action Oriented
6. Technology Savvy
7. Strategic Mindset
8. Drive vision & purpose
9. Business Insight
10. Build networks
11. Builds effective teams

KEY PERFORMANCE INDICATORS

1. Ensure on-time management of the CEO’s calendar, with zero scheduling conflicts and optimal time allocation.

2. Achieve accuracy in scheduling and preparing for meetings, including the timely distribution of agendas and materials.

3. Maintain a response time of under 4 hours for all CEO-related emails and phone inquiries during business hours

4. Complete travel bookings (flights, accommodations, itineraries) at least 72 hours in advance with no errors or last-minute changes.

5. Ensure all documents (reports, presentations, etc.) are prepared with zero errors and delivered on time, meeting CEO’s quality standards.

6. Follow-up for tasks delegated by the CEO, ensuring all deadlines are met and progress is reported.
7. Successfully manage CEO’s events with zero logistical issues, including on-time preparation and smooth execution.

8. Maintain confidentiality on all sensitive and confidential matters, with no breaches or leaks of

          information.

9. Achieve satisfaction from internal and external stakeholders on communication and coordination with the CEO’s office.

Technical Competencies

1. Solid in strategic thinking and delivery
2. Experience in and knowledge of sustainability practices
3. Sound experience in programme and project management
4. Strong stakeholder management skills
5. Experience with project management tools and virtual meeting platforms

Behavioral Competencies

1. Customer Focus
2. Cultivate Innovation
3. Drives Results
4. Collaborates
5. Action Oriented
6. Technology Savvy 
7. Strategic Mindset
8. Drive vision & purpose
9. Business Insight
10. Build networks
11. Builds effective teams

KEY PERFORMANCE INDICATORS

1. Monthly and quarterly reporting on the performance of the strategic pillars and initiatives 
2. Monthly reporting on implementation of the organization wide strategy
3. Use of data-driven insights on the implementation of strategic initiatives
4. Annual reduction on costs tied to the uptake of sustainable practices such as energy saving equipment, reduction of waste for all SGR entities
5. Enrollment of external stakeholders to adopt to SGR Sustainable policies and procedures
6. Adoption of all SGR staff to sustainable practices
7. Year on year increment on the funding base for NGO and Social Enterprise
8. Successful wins on proposals submitted bi-annually
9. Successful grants received annually 

Work Hours: 8

Experience in Months: 72

Level of Education: postgraduate degree

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