Executive Assistant

BACKGROUND

The Government of Malawi, through the Department of National Parks and Wildlife, and Peace Parks Foundation have signed a 20-year Co-Management Agreement for the sustainable development and management of Nyika National Park and Vwaza Marsh Wildlife Reserve, forming the Nyika-Vwaza Complex, which is an integral component of the Malawi-Zambia Transfrontier Conservation Area (TFCA). These two protected areas collectively cover over 4,000 sq. km of land.

The Department of National Parks and Wildlife(DNPW) is an agency of the Government of Malawi responsible for managing protected areas within and outside the protected areas, as mandated by the National Parks and Wildlife Act (CAP 66.07).

Peace Parks Foundation is a non-profit conservation organisation specialising in large-scale conservation through the development of Transfrontier Conservation Areas and the long-term management of key protected areas in partnership with government conservation agencies and local communities.

Under the agreement between DNPW and Peace Parks Foundation, a special non-profit and efficient legal entity, the Nyika-Vwaza Co-Management Trust (Trust) was established in Malawi. The Trust is responsible for the management and development of the Nyika-Vwaza complex. It is overseen by a Board of Trustees (Board) appointed by DNPW and Peace Parks Foundation, in accordance with the Co-Management agreement provisions, and the Trust’s Constitution.

A Park Management Unit is being formed within the Trust to implement the Strategic Business Plan, and is led by a Chief Executive Officer, appointed by the Board.

As part of its Park Management Unit, the Trust is looking for a suitably qualified and experienced professional to fill the position of Executive Assistant.

JOB PURPOSE

The Executive Assistant provides high-level administrative, organisational, and logistical support to the Chief Executive Officer(CEO) of the Trust. The Executive Assistant plays a pivotal role in ensuring the smooth day-to-day functioning of the CEO’s office, enabling the CEO to focus on strategic leadership by effectively managing schedules, communications, documentation, events, and travel logistics. The role also provides confidential support on professional matters, as required.

DUTIES AND RESPONSIBILITIES

Time Management and Scheduling

• Maintain and update the CEO’s calendar, schedule meetings, appointments, site visits, and events.
• Proactively manage scheduling conflicts.
• Assist the CEO in identifying and prioritising key activities, deadlines, and strategic follow-ups.
• Organise internal and external meetings, including board meetings, donor meetings, and project briefings.
• Prepare and distribute agendas and meeting materials.
• Take and transcribe minutes, and monitor follow-up actions.

Communication Management

• Prepare high-quality emails, letters, reports, and other documents on behalf of the CEO.
• Serve as a key point of contact between the CEO and internal/external stakeholders, including staff, board members, government, donors, and partners.

Administrative Support

• Draft, format, proofread, and compile presentations, reports, and speeches.
• Maintain accurate, secure, and confidential filing systems (physical and electronic).
• Coordinate national and international travel, including booking of flights, accommodation, transport, and itinerary preparation.
• Manage visas and other travel documentation.
• Track the CEO’s expenditures and reimbursements.
• Prepare monthly expense reports with supporting documentation.

Event Planning and Coordination

• Plan and execute events, workshops, donor engagements, and speaking engagements involving the CEO.
• Manage venues, catering, guest lists, security, and other logistical elements.
• Prepare and distribute event materials and follow up on outcomes.

Communication and Media Relations

• Draft press releases, media briefings, and social media content.
• Act as the spokesperson for the Trust when delegated.
• Build and maintain strong relationships with journalists, media houses, and influencers
• Conduct background research and summarise findings on key topics or strategic initiatives.

MINIMUM REQUIREMENTS

Essential:

• Diploma or Bachelor’s degree in Office Administration, Business Administration, Communication, or related field.
• Minimum of 5 years’ experience in a Personal Assistant, Executive Assistant, or Senior Administrative role.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools (Google Workspace, Zoom, Teams, etc.).
• Excellent English writing, editing, and communication skills.
• Demonstrated experience managing confidential information with integrity and discretion.

Desirable:

• Previous experience supporting C-level executives in NGOs, trusts, or conservation/development organisations.
• Familiarity with logistics and protocol for executive-level engagements, especially with donors, government, or international partners.
• Knowledge of local languages spoken in the Northern region of Malawi.

Key Competencies:

• Organisational Excellence: Strong planning, multitasking, and time management skills.
• Professionalism and Discretion: Maintains confidentiality and handles sensitive matters with tact and integrity.
• Attention to Detail: Produces high-quality, error-free communications and documentation.
• Initiative: Anticipates needs and takes proactive steps to ensure smooth operations.
• Adaptability: Able to manage changing priorities and operate effectively in dynamic environments.
• Problem-Solving: Finds creative solutions to scheduling, logistics, or communication challenges.
• Interpersonal Skills: Builds and maintains positive relationships across all levels.

WORKING CONDITIONS

• Based at the Trust’s head office, with occasional travel to field locations and external meetings.
• Standard office hours apply, but flexibility is required based on the CEO’s schedule, including occasional off-working hours or weekend work.
• Must be comfortable working in a fast-paced, mission-driven, and multi-cultural environment.

Interested candidates are invited to submit a Curriculum Vitae, with full address, telephone number, and email address. These should be submitted by 13 December 2025.

Please apply online.

We appreciate the time and effort taken by all applicants in expressing their interest in this role. Due to the high volume of applications received, we are only able to contact candidates who are selected for further consideration. If you do not hear from us within 3 weeks of the closing date, please assume that your application has not been successful on this occasion. We encourage you to apply for future opportunities that match your skills and experience.

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