Role Title: Executive Assistant

Reports To: Executive Team

Location: Remote (Global Team)

Employment Type: Full Time

Role Purpose

Organizational Context

Key Responsibilities

1. Executive Support

• Manage executive calendars, scheduling, and communication flow.
• Prepare briefs, memos, summaries, and internal documentation.
• Own meeting agendas, take thorough notes, and ensure action items are followed up consistently.

2. Cross-Department Coordination

• Serve as liaison between executives and department managers.
• Ensure alignment on timelines, expectations, deliverables, and cross-functional dependencies.
• Reduce friction, miscommunication, and duplicated effort across teams.

3. Organizational Accountability & Getting Results

• Once strategic decisions are made, ensure execution moves forward across all departments.
• Follow up relentlessly yet gracefully to maintain momentum.
• Ensure deadlines are met and deliverables are completed at a high standard.
• Identify roadblocks and proactively remove them.
• Track major organizational goals and maintain steady progress.

4. Documentation Ownership

• Serve as the primary owner of all organizational documentation.
• Build, update, and maintain SOPs, workflows, templates, and playbooks.
• Document new processes, decisions, and improvements.
• Keep documentation organized, accessible, and always up to date.
• Maintain the central source of truth for operational knowledge.

5. Performance Monitoring

• Review departmental updates and surface red flags early.
• Identify misalignments, risks, or stalled tasks.
• Provide executives with accurate updates, analyses, and context.

6. Systems Creation & Optimization

• Lead migration from informal tools to structured project management platforms (Notion preferred).
• Create templates, dashboards, and SOPs that standardize organizational workflow.
• Improve meeting hygiene: agendas, documentation, follow-ups, deadlines.

7. Culture Building

• Model calm professionalism, clarity, and reliability.
• Uphold AlMaghrib’s values of ihsān, integrity, and mission-driven excellence.
• Build habits of accountability, communication, and proactive problem-solving across teams.

What Success Looks Like in This Role

1. Executives Operate at Strategic Altitude

• Executives spend significantly more time on strategy, partnerships, fundraising, and thought leadership—not chasing tasks.
• Daily friction, small decisions, and operational noise are filtered out or handled independently.
• Executives feel “in control” of their week with predictable schedules and fewer interruptions.

2. Information Flows Smoothly Across the Organization

• Ops, marketing, academic, studios, and finance have aligned expectations and timelines.
• Deadlines and dependencies are clearly communicated and understood.
• Miscommunication drops dramatically; WhatsApp chaos is replaced with structured channels.

3. Deadlines Are Met and Red Flags Are Caught Early

• Major project deadlines (seminars, global campaigns, courses, tours) run on time.
• EA flags risks before they become crises.
• Stakeholders receive proactive reminders and nudges consistently.

4. Executive Meetings Become High-Efficiency Engines

• Agenda sent in advance, action items assigned, and follow-up tracked.
• Decisions are documented—not lost in chats
• Meetings end with clarity on next steps and ownership.

5. A Centralized Project Management System Exists and Is Used

• Shift from WhatsApp-driven workflow to a unified Notion (or equivalent) workspace.
• Departments adopt templates, SOPs, and dashboards with minimal supervision.
• Executives and managers always know the status of major projects at a glance.

6. The Organization Feels More Structured, Calm, and Predictable

• Fewer emergencies and last-minute scrambles. Team members consistently remark on improved clarity and communication.
• Organizational culture shifts toward professionalism while retaining AlMaghrib’s warmth and mission-driven spirit.

7. The EA Is Viewed as a Trusted Leader and Problem-Solver

• Managers actively seek the EA’s guidance for alignment and clarity.
• Executives trust the EA to represent their interests in discussions.
• The EA demonstrates sound judgment, discretion, and ownership.

Ideal Candidate Profile

• Highly organized and proactive; anticipates needs before they arise.
• Exceptional communication skills (verbal, written, cross-cultural).
• Firm yet diplomatic; able to hold people accountable graciously.
• Comfortable managing multiple stakeholders and fast-moving environments.
• Experienced with project management tools (Notion preferred).
• Passionate about mission-driven nonprofits, Islamic education, and operational excellence.

Application Requirements

• A current resume that clearly demonstrates:

  • Experience supporting senior leadership or executives

  • Cross-department coordination or project management responsibilities

  • Work in fast-paced, mission-driven, or scaling organizations

  • Clear progression of responsibility and ownership

• References
• Add role that you are applying for in the subject line and send to careers@almaghrib.org