Executive Assistant (Short Term)

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 commitment 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 organisational needs and the candidate's contributions.

Responsibilities:
Reliability and Shared Process

Build and own a shared process, jointly with the three leaders, that captures requests and commitment and tracks it through to completion (a shared task list is one example of the underlying tooling, not the goal in itself)
Run a regular review of open and completed items with the leaders, so priorities stay ******** and no commitment resurfaces without being acknowledged
Own commitments end to end: drive them to completion, and raise any slip early with a revised plan rather than waiting to be asked
Calendar Management and Scheduling

Manage and coordinate calendars for three senior leaders, proactively resolving conflicts and prioritising 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
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
Qualifications:
Bachelor's degree plus 3–5 years of relevant executive or senior administrative support experience
Demonstrated experience supporting multiple senior executives simultaneously, with a consistent track record of delivery
Track record of building and maintaining systems that keep work organised and visible to others, and of following through on commitments without being chased
Highly motivated to work independently, self-manage, and seek resolutions with limited oversight; when something goes wrong, owns it, fixes the underlying process so it cannot recur, and escalates early rather than re-promising without a change
Detail-oriented with strong organisational skills and the ability to manage competing demands across multiple stakeholders
Ability to manage sensitive information and communications with discretion and sound judgement
Strong written and verbal communication skills, with a professional approach to correspondence at all levels
Proven ability to work efficiently in a fast-paced, remote environment
High proficiency with Microsoft Office Suite and Google Workspace; familiarity with expense and scheduling platforms a plus
Previous experience working with a decentralised or international team is highly desirable
Deep understanding and commitment to CHAI's mission, culture, and values; ability to represent CHAI with professionalism both internally and externally
How Success Is Measured


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.


This role is well-suited to someone who takes genuine pride in making others' working lives easier, follows through without needing to be chased, and understands that the value of great executive support lies in what never has to be asked twice.


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