JOB DESCRIPTION
JOB TITLE: Executive Assistant - CEO
REPORTING TO: Chief of Staff
DEPARTMENT: Administration
CLASSIFICATION LEVEL: Open
LOCATION: Lusaka, Zambia
ABOUT HEALTHY LEARNERS
Healthy Learners is an award-winning non-profit organisation working to improve the health and learning of children across Zambia—and soon, beyond. In partnership with the Government of Zambia, we bring healthcare directly into schools so that children stay healthy, stay in class, and reach their full potential. Our model is government-owned and government-led, fully embedded in national priorities, systems, and structures.
Today, we operate in over 738 public schools across all ten provinces, reaching more than 1.1 million learners through Zambia’s first integrated School Health Program. Our approach combines school-based service delivery with technical assistance to government at every level—strengthening planning, supervision, data use, and local capacity to deliver.
As we complete our national scale-up, we’re focused on deepening programme quality, strengthening delivery systems, and laying the foundation for long-term government leadership. We’re looking for a dynamic operational leader to help drive this next chapter—someone ready to manage complexity at scale and help a proven model achieve lasting impact.
Healthy Learners is the proud recipient of the Skoll Award for Social Innovation, the Duke F.M. Kirby Prize, and the Lipman Family Prize from the University of Pennsylvania. These awards reflect not just our success to date, but the strength of the opportunity ahead. If this mission resonates with you, we’d love to hear from you.
ABOUT YOU
You exemplify the qualities of being Humble, Hungry, and Smart in your leadership:
- Humble (Continuous Learning & Inclusion): You actively seek, encourage, and facilitate feedback sharing, fostering an environment of continuous learning. You adapt and grow continuously, cultivating a culture of inclusion and belonging.
- Hungry (Efficiency, Excellence, and Innovation): Your relentless drive for efficiency and excellence is evident in your approach to both everyday tasks and complex challenges. When obstacles arise, you don't merely seek answers; you develop solutions and establish structures to address future obstacles proactively. Your hunger for innovation permeates the organisation, where you eagerly explore new and best practices, ensuring our people operations remain modern and highly effective.
- Smart (Emotional Intelligence & Psychological Safety): Your exceptional emotional intelligence is your superpower, allowing you to create psychological safety within the organization. Through your ability to build trust, encourage risk-taking, and nurture courageous conversations, you promote an environment where individuals can thrive and collaborate effectively.
POSITION OVERVIEW
The Executive Assistant (EA) provides direct support to the CEO and Chief of Staff while ensuring Healthy Learners remain highly organized, efficient, and well-documented during a period of rapid growth.
This role combines classic executive assistant responsibilities—managing calendars, communications, and logistics—with added support for internal communications, record-keeping, and assistance to the development and communications teams.
This role requires a highly experienced professional who thrives in a mission-driven, results-oriented environment, with exceptional attention to detail, excellent judgment, and the ability to handle confidential information with discretion. The EA will be a trusted liaison between the CEO and internal and external stakeholders, including donors, government officials, and senior partners, ensuring professionalism, protocol adherence, and flawless execution of engagements.
KEY RESPONSIBILITIES
Executive Leadership Support
- Serve as the primary point of contact for the CEO, ensuring outstanding communication and responsiveness to internal and external stakeholders.
- Partner closely with the Chief of Staff to manage the CEO’s time, priorities, and board engagements, ensuring seamless coordination and preparation.
- Manage the CEO’s inbox with discretion: triage messages, draft and send responses, and ensure timely follow-up on all commitments, especially with board members, donors, and government partners.
- Prepare, synthesize, and circulate briefing documents and background materials in collaboration with the Chief of Staff, ensuring the CEO is fully prepared for funder, board, and government meetings.
- Manage complex calendars for the CEO and Chief of Staff, prioritizing strategically, troubleshooting conflicts, and aligning schedules with organizational priorities.
- Coordinate logistics for meetings, travel, visas, site visits, and retreats.
- Provide direct board support, working with the Chief of Staff to schedule meetings, prepare materials, track action items, and coordinate logistics for board meetings and retreats.
- Act as a trusted representative of leadership in communications and engagements when delegated.
Organization & Documentation
- Support internal communications by taking and preserving notes, structuring and maintaining shared folders, and ensuring decisions and actions are documented and acted upon.
- Maintain organized systems for contacts, partner correspondence, and confidential materials.
- Perform data entry and record-keeping tasks, including entering notes and maintaining donor and partner records across systems.
- Complete and submit CEO expense reports, receipts, and reimbursements to the Finance Team in a timely manner.
- Leverage technology and project management tools (e.g., Asana, ClickUp, Monday, Google Suite) to create workflows, track deliverables, and ensure nothing falls through the cracks.
Development & Communications Support (as needed)
- Assist development and communications teams by drafting, editing, or proofreading donor communications, reports, and presentations.
- Provide logistical and administrative support for donor visits, board meetings, and external events.
- Enter and update donor- and communications-related data (e.g., contact details, meeting notes, follow-ups) to support team efficiency.
- Help track deadlines and follow-ups for development and communications projects, ensuring deliverables are met.
- Support the preparation of newsletters, social media content, and other updates when additional capacity is needed.
SKILLS & QUALIFICATIONS
- Bachelor’s degree in Business Administration, Communications, or related field (Master’s preferred).
- Minimum of 7–10 years of professional experience in executive support or similar roles at senior leadership level.
- Demonstrated ability to work with high-level stakeholders such as government officials, donors, and senior executives.
- Strong organizational skills with a proven ability to manage multiple priorities under tight deadlines.
- Excellent written and verbal communication skills, with attention to accuracy and tone.
- High degree of integrity, discretion, and judgment in handling confidential information.
- Advanced proficiency with office software (Microsoft Office Suite, Google Workspace) and ability to adopt new technologies for efficiency.
WHAT WE OFFER
- Opportunity for Impact: Play a pivotal role in implementing a program that improves health outcomes for millions of schoolchildren, shaping the future of communities across Africa.
- Competitive Compensation: Receive a competitive salary and benefits package that reflects your expertise and commitment.
- Professional Growth: Access ongoing training, leadership opportunities, and engage in innovative projects that challenge and inspire you.
- Supportive Culture: Join a passionate, dedicated team that values collaboration and mutual support, fostering an environment where all contributions are recognized.
- Networking Opportunities: Collaborate with international organizations and enhance your network and influence in the public health sector.
