Executive Assistant to Director

Employer: Greater Mana Pools Ecosystem Conservation Trust(in partnership between Zimbabwe Parks and Wildlife Management Authority (ZimParks) and Peace Parks Foundation)Duration: 5-year renewable contractReporting to: Director: Greater Mana Pools Ecosystem Conservation TrustLocation: Nyamepi, ZimbabweBACKGROUNDThe Zimbabwe Parks and Wildlife Management Authority (ZimParks) and Peace Parks Foundation have signed a 20-year co-management agreement for the sustainable development and management of the Greater Mana Pools Ecosystem. This Ecosystem includes the Mana Pools National Park (MPNP) and the Hurungwe, Sapi, and Chewore Safari Areas, which collectively cover a total area of 9 636km2.Under this co-management agreement, a special non-profit and tax-efficient legal entity incorporated in Zimbabwe, the Greater Mana Pools Ecosystem Conservation Trust, was created to collaboratively manage this Ecosystem. The Trust is led by a director and overseen by a Board of Trustees, consisting of an equal number of representatives from ZimParks and Peace Parks Foundation.ZimParks is an agency of the Government of Zimbabwe responsible for the management of protected areas within the parks estates mandated by the Parks and Wildlife Act (Chapter 20.14).Peace Parks is a non-profit conservation organization that specializes in conservation at scale through the development of Transfrontier Conservation Areas and the long-term management of key protected areas in partnership with government conservation agencies and communities within these landscapes.JOB PROFILEYou are highly organised, detail-oriented, and skilled at managing competing priorities with professionalism and discretion. You have strong administrative and communication skills, thrive in a fast-paced environment, and can anticipate needs and solve problems proactively. You bring initiative, reliability, and confidentiality to your work, ensuring that tasks are handled efficiently and with care.In this role, success will come from your ability to engage confidently with stakeholders, manage complex schedules and logistics, and support seamless coordination across the Director’s priorities. The position requires sound judgment, adaptability, and a commitment to enabling the Director to focus on strategic leadership. If you enjoy being at the centre of coordination and want to contribute to a mission-driven organisation, we invite you to join our team.Job PurposeThe Executive Assistant to the Director provides high-level administrative, organisational, and logistical support to the Director of the Greater Mana Pools Ecosystem Conservation Trust. The Executive Assistant plays a pivotal role in ensuring the smooth day-to-day functioning of the Director’s office, enabling the Director to focus on strategic leadership by effectively managing schedules, communications, documentation, events, and travel logistics. The role also provides confidential support on professional matters, where required.Duties And Responsibilities Time Management and SchedulingCalendar Management: Maintain and update the Director’s calendar, schedule meetings, appointments, site visits, and events; proactively manage scheduling conflicts.Task Prioritisation: Assist the Director in identifying and prioritising key activities, deadlines, and strategic follow-ups.Meeting Coordination: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 ManagementDrafting Correspondence: Prepare high-quality emails, letters, reports, and other documents on behalf of the Director.Communication Liaison: Serve as a key point of contact between the Director and internal/external stakeholders, including staff, board members, government, donors, and partners. Administrative SupportTrack Director’s expenditures and reimbursements.Prepare monthly expense reports with supporting documentation. Event Planning and CoordinationEvent Organisation: Plan and execute events, workshops, donor engagements, and speaking engagements involving the Director.Logistics Management:Manage venues, catering, guest lists, security, and other logistical elements.Prepare and distribute event materials and follow up on outcomes. Additional Support DutiesResearch: Conduct background research and summarise findings on key topics or strategic initiatives.EssentialMINIMUM REQUIREMENTS 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.DesirablePrevious experience supporting C-level executives in Non-Government Organisations, 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 Greater Mana Pools Ecosystem region (Shona, Ndebele, or others).Key CompetenciesOrganisational 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 ConditionsBased at the Greater Mana Pools Ecosystem Conservation Trust’s head office, with occasional travel to field locations and external meetings.Standard office hours apply, but flexibility is required based on the Director’s schedule, including occasional evening 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 10 November 2025.A competitive salary package will be negotiated, based on qualifications and experience.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, 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.#MS