Executive Assistant – Program Management & Coordination. (Based in Dakar).
Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome longstanding cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in more than 20 countries – across Africa, Asia, Europe and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential.

Helen Keller is looking for an Executive Assistant to the Executive Program Team to provide high-level administrative support and assistance to ensure the smooth functioning of the Chief Program Officer’s (CPO’s) office and effective coordination of the Executive Program Team and senior program management – The position will also provide support to the two Regional Directors, based in the Dakar office. The Executive Assistant will play a crucial role in managing the CPO’s and Executive Program Team’s schedules, organizing meetings, and handling a variety of administrative tasks.
This is a local hire position to be based in Dakar at Helen Keller’s Regional Office in Dakar, Senegal. Compensation and benefits will be at the Grade I range in Senegal country office and all local terms and conditions will apply.



Functional Relationships
The Executive Assistant will report to the Chief Program Officer and interact regularly with the members of the Executive Program Team, the Chief Program Officer’s other direct reports, and the two Regional Directors in the Africa region. You will also interact with other members of the Executive Management Team and the Executive Assistant to the CEO. You will coordinate meetings, provide support during executive team gatherings, and assist in cross-functional projects that involve multiple departments.


Key Responsibilities
• Efficiently manage the CPO’s and the Executive Program Team’s calendars, including organizing meetings and appointments. Coordinate with internal and external stakeholders to schedule meetings and ensure the CPO’s and other senior leaders’ availability.
• To handle incoming and outgoing communications on behalf of the CPO. Draft and prepare emails, letters, reports, and other documents. Maintain effective communication channels between the CPO’s office and various departments.
• Coordinate and prepare materials for recurring (including the Africa Regional Management Team) and one-off meetings, including agendas, presentations, and minutes. Arrange meeting venues, audiovisual equipment, and catering as required. Attend RMT meetings, take meeting minutes, and follow up on action items.
• Maintain a well-organized filing system in the Helen Keller shared drive and manage documentation related to the CPO portfolio’s activities. Ensure confidentiality and security of sensitive information.
• Collaborate with relevant teams and departments to implement standardized document management practices for Country Hubs.
• Provide training and guidance to staff members on best practices for document organization and filing within the Country Hub system.
• Monitor the usage of the Country Hub system to ensure adherence to established document management protocols.
• Conduct annual checks/audits to verify the accuracy, completeness, and security of stored documents on the Country Hub
• Make travel arrangements for the Executive Program Team and the two Dakar-based Regional Directors, including flight bookings, hotel accommodations, and visa applications, as required. Prepare itineraries and travel expense reports.
• Ensure the Chief Program Officer’s and his team travel plans align and are shared according to the organization’s policies and guidelines.
• Other tasks: Undertake special projects and assignments as assigned by the Chief Program Officer such as but not limited: prepare presentations, support the development of content for Helen Keller website, bring out publications and facilitate social media communications.

Qualifications & competencies
• Bachelor’s degree in business administration, Communication, management, or a related field (preferred).
• Proven experience as an executive assistant or similar role, preferably supporting senior management.
• Strong organizational and time management skills with the ability to prioritize tasks and handle multiple responsibilities simultaneously.
• Excellent written and verbal communication skills. Ability to draft professional correspondence and prepare reports.
• Proficiency in using productivity tools and software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management systems.
• Flexibility to adapt to changing priorities and deadlines.
• Excellent interpersonal skills including active listening skills, discretion and confidentiality when handling sensitive information, to communicate effectively across cultures,
• Ability to perform duties that require very close attention to detail and synthesize large amounts of information effectively.
• Fluency in English is required. Written proficiency test in English is required for francophone candidates; proficiency of French is an asset.
• Ability to prioritize workload, assume responsibility for work, and follow through to completion.
• Ability and willingness to work under pressure with a positive attitude, as a part of a global team.
• Collaborative, flexible and solution oriented.
• Demonstrable respect for all persons regardless of religion, ethnicity, class or gender, with a high comfort level working in a diverse environment with a demonstrated commitment to high professional ethical standards.
• Commitment to Helen Keller Intl’s work and mission.
• Ability and willingness to work flexible hours to accommodate multiple time zones.



All qualified candidates will be considered for employment regardless of ethnicity, race, caste, colour, religion, sex, national origin, age, disability, or any other characteristic that does not affect the ability to perform the required duties.