Job Description

About Rare and the Regional Programs

Rare is a global non-profit with headquarters in Arlington, Virginia, USA, and teams based in over 10 countries. It focuses on people and behavior-centered solutions to environmental challenges and has theme-specific programs focused on agriculture, climate change, and fisheries, with cross-cutting programs on behavior science and innovative finance.

The Regional Programs Team delivers Rare’s work on fisheries and agriculture, enabling an integrated approach to supporting sustainable livelihoods and natural resource management. This team partners closely with national and subnational governments, local communities, and global partners to deliver solutions that improve household well-being, strengthen ecosystems, and build climate resilience across coastal and agricultural landscapes.

Currently, Regional Programs operates in Brazil, Colombia, Guatemala, Honduras, Indonesia, Mozambique, the Pacific Islands, and the Philippines. The team is led by the Managing Director, Regional Programs who oversees the Regional Programs Leadership Team (RPLT) – a group of regional, country, and shared-services leads responsible for strategy implementation, coordination, and performance management across programs and geographies.

The Executive Assistant (EA) provides administrative, logistical, and coordination support to the Office of the Managing Director (MD), Regional Programs, which includes the Managing Director and the Chief of Staff. This position ensures the smooth functioning of the MD’s Office including managing priorities, information flow, and logistics to enable the MD to focus on strategic leadership and program management. The EA works closely with program teams, country offices, and Rare headquarter (HQ) units to facilitate effective communication and alignment. This position requires discretion, strong organizational skills, and a proactive mindset.

Key Responsibilities

Calendar, Scheduling, and Travel Management

• Manage the MD’s Office calendar, ensuring accurate scheduling of meetings, travels and appointments across time zones.

• Coordinate and process internal and external meeting requests, balancing priorities and anticipating scheduling conflicts.

• Plan and coordinate all travel logistics, including flights, accommodations, visas, and briefing materials.

• Maintain accurate, up-to-date records of meetings, travel, and commitments.

Meeting Preparation and Coordination

• Review the MD’s calendar regularly to ensure each meeting has a clear agenda, objective, and supporting materials. Prepare meeting materials, talking points, and briefing notes in advance of key meetings.

• Coordinate with staff and partners to gather data, presentations, and design support as needed.

• Take and distribute meeting notes and track follow-up actions from meetings led or attended by the MD’s Office, as requested.

Communication and Coordination Support

• Serve as the first point of contact for the MD’s Office e.g. screening requests, managing emails, and maintaining professional communication with internal and external stakeholders.

• Coordinate closely with program, country, and HQ teams to relay information and requests.

• Support preparation of internal messages or updates from the MD’s Office when needed.

• Uphold confidentiality in handling sensitive information and relationships.

File and Information Management

• Maintain a well-organized filing system for documents, presentations, and reference materials.

• Ensure appropriate version control, confidentiality, and accessibility of files.

Administrative and Operational Support

• Prepare and process MD’s timesheets, expense reports, reimbursements and other operational and administrative requirements.

• Support procurement and vendor processes in coordination with Finance and Operations teams.

• Manage logistics for events led by the MD’s Office, such as workshops, retreats, and leadership convenings, including hybrid and in-person events.

Special Projects and Other Duties

• Support ad hoc projects and initiatives as assigned by the Chief of Staff.

• Anticipate needs and proactively propose solutions to improve the efficiency of the MD’s Office.

• Flag emerging issues or time-sensitive matters requiring the Chief of Staff’s or MD’s attention.

Qualifications

The candidate must be highly organized, a fast learner, and comfortable with the multi-tasking and flexibility required by a fast-evolving, complex program. S/he must be competent working in a diverse, global environment.

• Bachelor’s degree and/or equivalent years of relevant experience.
• At least 3 years of experience providing executive-level support in a complex, fast-paced, or international environment.

• Proven ability to manage multiple priorities simultaneously with accuracy and discretion.

• Comfortable when talking with staff at all levels of an organization and the ability to provide persistent and tactful follow-up

• Exceptional organizational skills and an extremely high level of interpersonal and problem-solving abilities for handling sensitive and confidential situations often in an international environment

• Proven ability to develop positive work relationships, including understanding the dynamics of working efficiently and effectively in a global organization

• Highly proficient in computer software applications including Microsoft 365, Teams, SharePoint, Salesforce and calendar management tools. Preferred: Experience using AI productivity tools (such as ChatGPT or Microsoft Copilot) to optimize administrative processes and improve productivity.
• Fluency in written and spoken English

Rare is an equal-opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, gender, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic.