Executive Assistant

The West Africa Civil Society Institute (WACSI) is a regional non-governmental organization dedicated to enhancing the capacities of civil society organizations in West Africa towards a peaceful and prosperous West Africa where development is driven by its people. Read more: www.wacsi.org

General Description 

WACSI is seeking a competent, forward-thinking Executive Assistant to support the Executive Director (ED) in driving organisational performance, strengthening internal coordination and advancing strategic priorities. This is not a traditional administrative role; the ideal candidate will serve as a strategic extension of the Executive Office, enabling the ED to operate with maximum efficiency, focus, and impact.

The Executive Assistant (EA) will provide strategic, analytical, operational, and administrative support to the ED to enhance decision-making, organizational alignment and execution of key priorities, play a key role in organizing and supporting the Senior Management Team (SMT), the Executive Director, the Board and support the Executive Director's internal and external engagements. The role requires excellent judgement, exceptional research and communication skills and the ability to operate with high levels of autonomy, confidentiality, and professionalism. 

Key Responsibilities: 

• Act as a strategic thought partner to the ED by preparing briefs, synthesizing information, and offering preliminary analysis on key issues, emerging trends, and organizational risks. 

• Assist in preparing strategy documents, concept notes, proposals, and executive presentations. 

• Support coordination of high-level initiatives and special projects assigned by the ED. 

• Ensure cross-functional communication and alignment by liaising with team leaders and reporting on progress to the Executive Office. 

• Support the design and implementation of organizational systems for monitoring workflows, deadlines, and quality standards. 

• Support the ED in managing Board relations: prepare Board packs, coordinate meeting schedules, track Board resolutions, and maintain governance records. 

• Draft talking points, speeches, and briefing notes for high-level engagements. 

• Draft official correspondence and maintain strategic external relationships with partners, donors, and key stakeholders. 

• Support the ED’s role in institutional representation at national, regional, and international engagements. 

• Conduct periodic research and prepare high-quality briefs on relevant topics to inform organizational decision-making. 

• Draft reports, high-level summaries, policy memos, and executive communications. 

• Review relevant documents to ensure accuracy, clarity, and quality before they reach ED. 

• Coordinate knowledge management and archiving for the Executive Office. 

• Manage the ED’s complex calendar with strategic prioritization and proactive planning. 

• Maintain an efficient workflow system, tracking commitments, deadlines, and follow ups. 

• Organise high-level meetings, retreats, learning sessions, and external engagements. 

• Oversee confidential records, sensitive communications, and critical documentation. 

• Support travel planning, logistics, and protocol for the ED and mission-related travel. 

• Represent the ED in selected internal meetings, document key discussions, and follow up on decisions and action points. 

• Maintain a database of Grants and Partners. 

QUALIFICATIONS & EXPERIENCE 

• Master’s degree in public administration, Development Studies, Business Administration, International Relations, Social Sciences, or a related field (bachelor’s degree with significant experience may be considered). 

• Minimum of 5–7 years of progressively responsible experience supporting C-suite executives, senior leadership, or high-level programmes—preferably in a regional or international NGO. 

• Strong research, analytical, strategic thinking, and problem-solving skills. 

• Demonstrated experience in project management, coordination of complex initiatives, or strategic planning. 

• Exceptional communication skills (written and oral) with the ability to draft high-quality documents. 

• High emotional intelligence, professional maturity, and excellent interpersonal skills.

 • Strong proficiency in MS Office, digital workplace tools, project management tools, and virtual collaboration platforms. 

• Experience handling confidential information and working in dynamic, fast-paced environments. 

COMPETENCIES & ATTRIBUTES 

• Strong organizational and systems-thinking skills

 • Ability to anticipate needs and think several steps ahead

 • Excellent judgement and decision-making capacity

 • High sense of responsibility and personal integrity 

• Ability to thrive under pressure and manage competing priorities 

• Political and cultural sensitivity

 • Strong people’s skills and relationship-building abilities 

• Ability to work independently and with minimal supervision 

How To Apply

 Interested applicants for the position must submit an application letter and Curriculum Vitae/Resume with names of referees, by email 

Closing date for submission of all applications is 31 December 2025. 

Please note: 

• Priority will be given to bilingual (French/English) applicants. Additional knowledge of Portuguese would be a bonus. 

• Due to the volume of applications, only successful applicants will be contacted for interview.