Executive Assistant (Short Term)

Position Overview

CHAI is seeking an Executive Assistant to support a small group of senior leaders within global operations. This is a shared role supporting three executives, and at its core is reliability owning a system that tracks requests and commitments through to completion so that nothing is dropped and nothing has to be chased. Beyond day-to-day scheduling and administration, success is defined by follow-through, clear prioritization when the three leaders' demands compete, and proactive communication when a timeline is at risk.

The role is fully remote and will require strong self-management, clear communication, and the ability to juggle competing priorities across multiple stakeholders. This role is initially structured as a 3-month engagement, with the possibility of extension to a longer-term arrangement based on organizational needs and the candidate's contributions.

Stakeholder Coordination

• Act as a reliable and professional point of contact for internal and external stakeholders on behalf of supported leaders
• Coordinate logistics for large multi-stakeholder meetings and calls, including across international country teams
• Manage correspondence and follow-ups with discretion, ensuring nothing falls through the cracks
• Acknowledge requests promptly and keep stakeholders updated on status, escalating early when something is at risk

Calendar Management and Scheduling

• Manage and coordinate calendars for three senior leaders, proactively resolving conflicts and prioritizing based on their respective needs
• Schedule internal and external meetings, including those requiring coordination with partners, government stakeholders, and counterparts across multiple time zones
• Prepare comprehensive trip itineraries, ensuring all meetings, logistics, and key information are consolidated and ready in advance of travel
• Anticipate scheduling needs and act without waiting to be asked
• Protect designated focus and priority time, and push back on low-value or oversized meeting requests rather than simply accommodating them

Finance and Administration

• Track receipts and prepare and submit expense reports accurately and on time on behalf of supported executives
• Process invoice payments and ensure financial administrative tasks are completed to a high standard
• Maintain accurate records and support general administrative tasks as needed

Success Is Measured By

• Requests are acknowledged quickly and closed reliably
• Slips are rare, flagged early, and met with a fix to the underlying process rather than a repeated promise
• In short, the leaders rarely have to ask twice