Executive Assistant

About Prospera: Prospera International Network of Women’s and Feminist Funds (INWFF) is a membership network of independent women and feminist funds who work to redistribute resources to a diverse women’s and feminist movements working across the Global South and East. At present our network brings together 50 women’s and feminist funds giving grants in 173 countries, mobilizing over $200 million USD annually. Our members work collectively to transform philanthropy around the world by shifting power and putting flexible money directly into the hands of diverse activists, organizations, and movements. Prospera has a global Secretariat team that works to steward the secretariat and implement our 10-years strategic framework. As an organization, we embrace the feminist values and culture in the way we work internally and within the network and externally with our allies and the broader communities and stakeholders. Job Summary: The Executive Assistant provides high-level strategic and administrative support to the Executive Director and the Executive team, ensuring effective management of priorities, communications, decision-making processes, and ET engagement. The EA will translate strategic priorities into well-managed workflows and ensure follow-through across key commitments. In addition, the role will provide light coordination and support to the Executive Team (ET), helping strengthen internal communication, meeting effectiveness, and cross-functional collaboration. This role requires exceptional judgment, discretion, organization, and the ability to manage highly confidential information and multiple priorities in a fast-paced, values-driven environment. Executive Support to the Executive Director Strategic Prioritization & Workflow Management Maintain a clear and dynamic overview of the ED’s priorities, commitments, and deadlines. Support the ED in managing competing priorities and making informed decisions about ime allocation. Develop and maintain systems for tracking key deliverables, action items, and strategic commitments. Proactively flag urgent issues, emerging deadlines, and opportunities requiring EDattention. Help prepare and organize annual, quarterly, and weekly planning processes for the ED. Monitor and document Result Monitoring Framework indicators assigned to the ED. Support preparation of progress updates and internal reporting related to ED priorities. Maintain organized administrative systems, files, and tracking tools. Calendar & Schedule Management Manage the ED’s complex calendar across multiple time zones, ensuring efficient scheduling and prioritization. Coordinate internal and external meetings, including agenda preparation, logistical arrangements, and follow-up actions. Ensure sufficient preparation and transition time between commitments. Protect focus time and proactively manage scheduling conflicts. Inbox & Communication Management Manage and triage the ED’s inbox, prioritizing correspondence and ensuring timely responses and follow-up. Track key communications requiring action or decision. Support internal communication flow between the ED and Secretariat staff, Board, and key partners. Briefing & Documentation Support Prepare high-quality briefing notes, background materials, presentations, and talking points for meetings, events, and public engagements. Organize and maintain key documents and records for easy access and reference. Support drafting, formatting, and review of strategic documents and reports. Ensure ED materials are well-prepared, accurate, and aligned with organizational priorities. Stakeholder Engagement & Travel Coordination Coordinate engagement with international partners, network members, donors, and external stakeholders. Support relationship management by tracking outreach, follow-ups, and key touch points. Organize international travel arrangements, including itineraries, visas, accommodations, and briefing packs. Ensure the ED is fully prepared for external engagements and representation opportunities. Prepare the ED Travel Expense Reports and liaise with the finance team to ensure the ED Corporate Credit Card is reconciled and all supporting documents, receipts, and invoices are well explained and submitted on time. 2. Cross-Team Coordination & Strategic Follow-Through Coordinate cross-team initiatives that require ED oversight or decision-making. Track progress on deliverables across departments and support accountability for deadlines. Follow up with team members on outstanding actions and commitments. Help maintain visibility across strategic priorities and flag implementation bottlenecks. Support preparation for leadership decision-making by consolidating information and surfacing key issues. 3. Executive Team Support Meeting Coordination & Secretariat Support Coordinate Executive Team meetings, including scheduling, agenda development,document preparation, and logistics. Take accurate notes and maintain clear records of decisions and action items. Track follow-up actions and support accountability across the ET. Help strengthen meeting effectiveness and internal communication practices. Internal Coordination & Information Flow Support smooth communication and coordination among ET members. Assist with planning leadership retreats, strategic planning sessions, and team gatherings. Help maintain shared systems and documentation related to ET priorities and decisions. Support the Executive coordinator in implementing tools and systems for greater efficiency and effectiveness. Skills & Experience: Required: Bachelor’s degree in business administration, nonprofit management, communications, or related field (or equivalent experience). 3–5 years of experience in executive or administrative support roles, preferably in organizations or groups that focus on women’s rights, gender equality, and social and environmental justice. Strong organizational, logistical and time-management skills; able to handle multiple priorities in a fast-paced environment with accuracy and efficiency. Flexible and can work independently across different time zones and contexts Excellent written and verbal communication skills. Proficiency with Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello). High level of discretion and professionalism when handling confidential information. Willingness and ability to travel occasionally. Excellent command of English; additional language skills (in any of the spoken languages within the network) are an asset. Preferred: Based in Europe or Africa to reduce the time difference with both the ED who is currently based in London, UK, and the Executive Coordinator, who is currently based in Porto,Portugal. Experience in networks and feminist organizations. Experience in or familiarity with Women and Feminist Funds model. Working Conditions: This is a remote role with flexibility in office location (e.g. home-office, co-working space…etc.). 35 hours weekly, Monday to Thursday with required flexibility to accommodate different time-zones across the team and for the network engagement. Prospera’s commitment to EDI We are committed to equity, diversity, and inclusion, grounded in feminist principles that value collective care, self-determination, and justice. We strongly encourage applications from women, trans, non-binary, and gender-diverse people, as well as individuals from racialized, Indigenous, immigrant, refugee, and other underrepresented or marginalized communities. How to apply Application deadline: 31st May 2026. Apply To This Job