Executive Administrator

About Fika

Fika exists to innovate cost-effective rural infrastructure solutions through advocacy, evidence and technical assistance, promoting safe access for geographically isolated communities in partnership with governments and donors.

We provide flexible working arrangements, comprehensive mental and physical wellness support, and annual salary reviews aligned with our compensation policy. We also offer opportunities for professional growth, allowing individuals to shape their own career paths through targeted development programs.

Job purpose

The Executive Administrator lays the foundation for the smooth running of Fika’s C-Suite and Vice President group, through the coordination of administrative activities and close collaboration with the Systems and Development teams.

Four Executive Administrators will be appointed across the United States, Kenya and Rwanda. Each holds the same core scope — executive scheduling, travel coordination, and meeting and event logistics — applied to the executives and staff based in their assigned region. Local and office administration varies by region and is agreed with the relevant Chief on appointment.

The role is remote or hybrid depending on the assigned region, but requires regular availability for on-site activities in that region.

Duties and responsibilities

Executive scheduling and calendar management

• Manage the calendars of the C-Suite and Vice Presidents based in the assigned region, resolving conflicts and protecting blocks of time for strategic and external work.
• Schedule and hold the cadence of recurring leadership meetings — weekly C-Suite meetings, one-to-ones, monthly councils and country check-ins — across multiple time zones.
• Prepare and distribute meeting agendas by their published deadlines.
• Circulate meeting notes, decisions and action items within 48 hours of each meeting.
• Prepare briefing documents and background research ahead of key meetings.
• Triage incoming requests and correspondence on behalf of the executives supported, escalating only the exceptions that require an executive’s judgement.

Travel coordination

• Book flights, accommodation and ground transfers for C-Suite, Vice Presidents, staff and board members through Fika’s approved travel booking platform.
• Monitor booking approval deadlines so that held tickets are not released.
• Coordinate visa applications, invitation letters and supporting travel documentation for travellers.
• Arrange accommodation and ground transfers in the assigned region for visiting executives, staff and board members.
• Maintain a running list of vetted travel, accommodation and transport vendors in the assigned region.

Meetings, events and gatherings

• Carry out preparatory research and scoping for meetings and events.
• Plan and execute logistics for in-region leadership meetings, retreats, board-related events, staff gatherings and team engagement activities, working from Fika’s event playbooks.
• Coordinate venue, catering, accommodation, transport and materials, and act as the on-site point of contact for the duration of each event.
• Track event spend against the agreed budget and flag budget pressure before commitments are made.
• Collect receipts after every retreat and event, and prepare the expense reconciliation for the budget owner’s review.
• Capture lessons learned after each event and feed them back into the event playbooks.

Regional and office administration

• Act as the primary contact ensuring staff in the assigned region have the supplies and equipment they need.
• Order business cards and branded merchandise for staff in the assigned region, and maintain the merchandise inventory.
• Maintain a running list of vetted local vendors and suppliers.
• Carry out other regional administrative duties as agreed with the relevant Chief on appointment.

Qualifications

Minimum

• Three years of experience providing executive or administrative support to senior executives.
• Demonstrated ownership of complex, multi-leg travel booking and itinerary management, including changes made at short notice.
• Demonstrated ownership of meeting and event logistics from planning through to expense reconciliation.
• Experience working with distributed teams across multiple time zones in a remote or hybrid environment.
• High proficiency in Google Workspace, and comfort adopting new tools and platforms quickly.
• Excellent written and spoken English, with clear, professional communication with internal and external stakeholders.
• Demonstrated discretion and sound judgement in handling confidential information relating to executives, staff and the board.
• A genuine love of organisation, detail and process, with the initiative to work well with limited supervision.
• Strong problem-solving skills and a service mindset, staying calm and resourceful when plans change at short notice.
• The right to work in the assigned region.

Desired

• Experience in an international NGO or other multi-country organisation.
• Experience administering a corporate travel booking platform.
• Bilingual candidates will be prioritised.

Working conditions

Each position is based either the United States, Kenya or Rwanda with flexible working arrangements, and requires regular in-person availability for meetings, events and errands in the home city. Collaboration with colleagues in other regions requires occasional early morning or early evening calls. Event support occasionally requires evening or weekend work, by prior arrangement. Occasional travel is required for retreats and events.

Physical requirements

The role regularly requires working at a computer, and occasionally transporting and setting up event materials or supplies of up to 10 kg (20 pounds).

Application guidelines

We have seen firsthand the benefits of a diverse team, and the strength that comes with diversity in experience, background and perspective. We strongly encourage applications from individuals who would bring a unique or underrepresented perspective to our organisation.

Please indicate in your application which location you are applying for.

CV guidelines

• Maximum two pages.
• Highlight relevant diplomas, degrees and recognised certifications.
• Exclude personal information — photographs, gender, religion, marital status, number of dependants — and non-certified training.
  

Data Protection

By submitting your application, you consent to Fika collecting, storing, and processing your personal data for the purpose of evaluating your qualifications for this position and managing the recruitment process.

Fika may retain your application materials and contact details for up to 3 years to consider you for similar job opportunities that match your qualifications and interests.

You have the right to access, rectify, or delete your personal information at any time by contacting data@fika.org. If you prefer not to be contacted about future opportunities, please indicate your preference during the application process or email us at the address above.

For more information about how we handle your personal data, please see our Privacy Policy.