Exciting Work Opportunities Await!

JOB PURPOSE

The Executive Assistant to the CEO will provide comprehensive executive, administrative, and coordination support to the Chief Executive Officer to ensure the effective management of the CEO’s office and facilitate smooth operations across the organisation.

This position will play a dual role: supporting the CEO in all aspects of diary, communications, board, and stakeholder management, and providing programme and administrative support to the Alumni Engagement, Communications, Programmes, and Monitoring, Evaluation, Accountability, Research, and Learning (MEARL) teams. The role involves participation in programme planning, implementation, reporting, and donor coordination, as well as contributing to high-quality internal and external communication outputs.

The ideal candidate is proactive, detail-oriented, professional, and an excellent communicator with a strong command of English, writing, proofreading, and editing skills, and an ability to represent MINDS confidently and diplomatically.

Key Responsibilities

1. Executive Support to the CEO

• Manage the CEO’s office email, ensuring prompt response and follow-up on all correspondence.
• Organise and maintain the CEO’s calendar, including scheduling internal and external meetings, appointments, and travel.
• Prepare travel itineraries, arrange logistics, and manage travel-related accounts and reimbursements.
• Develop and maintain an up-to-date database of high-level partners, stakeholders, and institutional contacts.
• Support the CEO in managing communications, drafting correspondence, and preparing briefing notes, presentations, and reports.
• Assist the CEO with tracking reports, submissions, and follow-up actions from the MINDS team.
• Help disseminate organisational information and knowledge to internal and external audiences through translation, minute-taking, summarising, drafting, and editing.
• Assist the CEO in writing or commissioning articles, brief papers, and reports for both internal and external audiences, including summarising documents and drafting responses as directed.
• Develop and maintain an organised office management system, including electronic and physical filing of documents.
• Maintain and update a non-media contact database for stakeholders, partners, and collaborators.
• Assist with immigration, visa, and other administrative processes related to the CEO’s travels and engagements.
• Support the CEO in ensuring organisational legal compliance requirements are met and documentation is up to date.
• Organise board meetings and follow up on board decisions, including managing forward plans, setting deadlines, preparing agendas, reports, and minutes, and monitoring action items.
• Serve as the liaison between the CEO’s office and the Board, ensuring efficient communication and coordination.
• Liaise with the programme and administrative teams on reporting requirements and deadlines.
• Support the development and nurturing of strategic relationships and partnerships that advance MINDS’ objectives.

2. Programme and Team Support

• Provide coordination and administrative support to the Alumni Engagement, Communications, Programmes, and MEARL teams in planning, implementing, and reporting on MINDS programmes.
• Support with MINDS scholarship programme team with screening applications and interviews. 
• Assist with maintaining programme manuals, document templates, and databases.
• Maintain and update organisational databases, mailing lists, and document archives.
• Support monitoring and evaluation activities by contributing to data collection, reporting, and knowledge-sharing outputs.
• Provide logistical and communications support for events, workshops, and dialogues.

3. Communications and Documentation

• Proofread, edit, and quality-check internal and external documents for grammar, clarity, and consistency.
• Assist in formatting organisational reports, press releases, and donor correspondence.
• Help the CEO and programme teams disseminate research findings, reports, and outcomes to internal and external audiences.
• Represent MINDS professionally at meetings and events as required.

Qualifications and Experience

• Bachelor’s degree in business administration, Communications, Development Studies, or a related field.
• At least 5 years of professional experience in executive assistance, programme coordination, or office management roles.
• Demonstrated experience supporting senior leadership and managing high-level administrative functions.
• Proven experience in event coordination, document preparation, and stakeholder liaison.
• Excellent written and verbal communication skills, with a strong command of English grammar.
• Strong proofreading and editing skills, with attention to detail and presentation.
• Experience with donor reporting, programme documentation, and financial tracking preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams or SharePoint.
• High degree of discretion and ability to handle confidential information.
• Excellent organisational and time management skills, with the ability to manage multiple priorities.

Personal Attributes

• Highly organised, detail-oriented, and proactive.
• Excellent interpersonal and communication skills.
• Professional demeanour and strong sense of accountability.
• Strong analytical and problem-solving abilities.
• Adaptable, flexible, and capable of working under pressure.
• Passionate about African development, leadership, and institutional growth.

Closing Date: 19 November 2025

MINDS Africa seeks to appoint a skilled web development company to design and develop two interconnected yet distinct websites:

1. MINDS Africa 
2. Dr. Moyo’s Official Website (CEO and Founder of MINDS Africa)

The goal is to create modern, engaging, and user-friendly platforms that communicate MINDS’ impact, celebrate its 15-year anniversary, and strengthen digital engagement with key audiences, including scholars, alumni, partners, and the public.

1. Project Objectives

• Redesign the MINDS Africa website to reflect its legacy, impact, and 15-year milestone.
• Develop a personal website for Dr. Moyo that highlights his leadership, thought pieces, and event/media engagements.
• Ensure all the websites align visually and technically under one coherent digital identity.

2. Project Scope and Key Deliverables

A. MINDS Africa Website

• Showcase MINDS’ 15-year celebration, key milestones, and impact stories.
• Organise reports, webinars, and publications under the institute’s thematic pillars.
• To have a summary of each webinar that links to the full version hosted on the MINDS YouTube channel.
• Add a newsletter sign-up pop-up to grow the subscriber database.
• Create a news update / blog section for articles to be published on the MINDS website and LinkedIn.
• Enable content categorisation by year for easy tracking and archival.
• Improve the presentation of the “Meet the Scholars” section for all the cohorts
• Make partner universities clickable with links to their respective pages.
• Ensure the website follows the MINDS Style Guide (open to suggestions of complimentary colour that can be used).
• Ensure full mobile responsiveness, SEO optimisation, and fast loading speeds.
• Report on the MINDS journey through a key milestone timeline.
• Ensure all the pages functional such as the Home and About page and up to date with relevant information.
• The programme pillars on the Home page is clickable to a page with additional information.
• Translation function from English to another language.
• Pop up chat bot for quick questions and responses.
• Create an FAQ section on more information regarding the scholarship programme.

B. Dr. Moyo’s Website

• Clean, professional, and minimalist design aligned with his brand.
• Include event listings, media engagements, and speaking appearances.
• Create space for articles, thought leadership pieces, and video clips from engagements.
• Embed social media integration for real-time updates.
• Include a contact form for media and event requests.
• Create a donate page for funding for any of our programmes.

3. Technical Requirements

• CMS: Preferably WordPress (or similar flexible CMS).
• SEO-friendly structure and metadata integration.
• Secure backend with user access controls.
• Analytics integration (Google Analytics or GA4).
• Multilingual capability (English, Portuguese, French, Swahili, in future).
• Scalable architecture for future content expansion.

4. Creative Considerations

• Clean, modern African aesthetic that is visually powerful yet professional.
• Incorporate storytelling through videos, visuals, and data visualisation (infographics, milestones, impact stats).
• Ensure all designs are accessible and inclusive (Web Content Accessibility Guidelines compliance).
• Include clear calls-to-action throughout the website to drive engagement.
• Showcase testimonials and human stories that reflect MINDS’ impact across Africa.
• Ensure content interlinking between the two websites for consistency and traffic flow.

5. Submission Requirements

• Company profile and portfolio of relevant work (especially NGO, academic, or African-focused platforms).
• Introduce key people who’ll work on the project (project manager, designer, developer).
• 3–5 sample websites they’ve designed or developed. Preferably similar in scope, functionality, or target audience.
• Proposed project plan and methodology, including milestones (e.g. design, content upload, testing, launch) and communication approach.
• Estimated duration for each phase and total delivery time.
• Cost breakdown for all three websites (individually and combined). Clearly itemised cost for each website and breakdown by phases or deliverables (e.g., design, development, hosting setup, maintenance).
• Maintenance and support plan (post-launch).
• At least two references from past clients with contact information.

6. Timelines

We expect both websites to be completed by the end of January 2026.

7. Evaluation Criteria

• Relevant experience, quality and originality of design concepts, visual direction, and layout.
• Demonstrated technical expertise.
• Cost-effectiveness and value for money.
• Ability to meet timelines.
• Understanding of MINDS’ vision and target audience.
• Proven successful past projects or measurable outcomes from previous work.
• Competence and experience of team members assigned to your project.

Application to be submit via this link only: Application Form

Closing Date: 21 November 2025