Executive Assistant & Project Manager

About the Role

We are seeking a highly organized, creative, and resourceful Executive Assistant & Project Manager to support our Executive Director. This is a dynamic role for someone who thrives in an environment where no two days are the samebalancing administrative excellence with strategic project management, creative problem-solving, and a deep sense of ownership.

Youll play a pivotal role in keeping our priorities on track, managing complex projects and donor pipelines, conducting research, and ensuring our operations run smoothly. Youll work closely with the Executive Director to help turn ideas into action and ensure that deadlines, details, and communications are managed with precision and care.

This role is ideal for someone who is thoughtful, proactive, and enjoys bringing structure to creative and fast-evolving projects.

Key Responsibilities

Executive & Administrative Support

• Manage the Executive Directors calendar, communications, and priorities.
• Track and follow up on all action items, meetings, and deliverables.
• Maintain confidentiality and handle sensitive information with discretion.
• Draft correspondence, memos, and presentations as needed.

Project & Operations Management

• Develop and maintain project management systems and tools.
• Create and monitor task lists, deadlines, and accountability systems for multiple team members.
• Support planning and coordination for key organizational initiatives, events, and donor cultivation efforts.
• Ensure timely execution of follow-ups and next steps after meetings and donor interactions.

Research & Strategy Support

• Conduct in-depth research to inform donor cultivation strategies, partnership opportunities, and creative outreach ideas.
• Synthesize information into clear, actionable briefs and recommendations.
• Stay ahead of trends relevant to the organizations mission and activities.

Donor & Relationship Management Support

• Manage and update the donor pipeline, ensuring data accuracy and timely follow-up.
• Create reminders, timelines, and tracking systems for donor engagement.
• Support the Executive Director in brainstorming and implementing creative ways to cultivate and steward donor relationships.

Qualifications & Experience

• 3-5 years of professional experience minimum (510 preferred) in administration, operations, or project management.
• Exceptional organizational and time management skills.
• Strong problem-solving abilities; you find solutions before issues become obstacles.
• Excellent written and verbal communication skills (English required; Kinyarwanda or French a plus).
• High level of proficiency with digital tools (Google Workspace, Notion, Asana, or similar).
• Comfortable working remotely and managing projects across multiple communication channels.
• Creative thinker who enjoys contributing ideas and improving systems.
• Strong interpersonal skills and emotional intelligence.

Working Environment

This position offers flexible, hybrid work, with access to a collaborative office space in downtown Kigali. Youll have the autonomy to structure your schedule while remaining closely connected to the Executive Director and core team.

Why Join Us

This is a rare opportunity to work alongside a visionary leader on meaningful, purpose-driven projects shaping education and consciousness in Rwanda and beyond. Youll be part of a small, highly collaborative team where creativity, integrity, and initiative are deeply valued.