ID126 Executive Assistant & Deputy to the CFO (10h/w Volunteer)

Location: Remote (Preference for applicants in US/Europe)
Time Commitment: ~10 hours/week (100% Remote)
Compensation: Volunteer (unpaid)
Reports to: Global CFO
Organization: EUSMS gGmbH, München – Handelsregister-Nummer HRB 299065
Timezone Context: Coordination with GMT+1 (Germany) and GMT+3 (Kenya)

Role Summary

EUSMS is seeking a highly organized, dependable Executive Assistant who can also act as the CFO’s deputy in a lean, fast-moving environment. You will run the CFO’s office cadence: manage calendars and meetings, prepare documents and presentations, track tasks and deadlines, and coordinate follow-ups across finance, operations, grants, and partnerships. When needed, you’ll step in as a deputy to keep workstreams moving—ensuring it’s clear what needs to happen, by whom , and by when .

How the Role Works

You are the CFO’s primary coordination point. You keep agendas, minutes, action logs, and documentation current; you follow up with owners; and you make sure information flows smoothly within the CFO Team and to adjacent teams. Processes evolve weekly; you help maintain order, update SOPs, and surface risks or bottlenecks early. In resource-constrained moments, you act as the CFO’s delegate to progress routine items.

Tasks

Core Responsibilities

• Calendar & Meeting Management: Own the CFO calendar; schedule across time zones; prepare agendas; capture minutes and action items; distribute and track follow-ups.
• Document & Presentation Prep: Draft, format, and maintain governance docs, SOPs, memos, slide decks, and briefings.
• Task & Deadline Tracking: Maintain a clear action log and dashboard of KPIs, risks, and decisions; ensure owners deliver on time.
• Information Flow: Coordinate within the CFO Team (finance, grants, programs/ops, IT admin, recruiting lifecycle); consolidate updates for the CFO and leadership.
• Deputy Support: Step in for standard approvals, routine communications, or meeting representation as directed by the CFO.
• Process Hygiene: Keep knowledge bases up to date; reduce single-point dependency by documenting processes and handovers.
• Light Operational Support: Assist with vendor/onboarding paperwork, basic data checks, expense/receipt collation, and scheduling with external partners.

Requirements

Must-Have Skills

• Execution & Reliability: Deliver on requests within agreed timelines; proactive follow-through without excessive supervision.
• Communication: Excellent written and spoken English (C2); clear, concise, and professional style. Another European language at C2 is a plus.
• Organization & Detail: Strong prioritization, attention to detail, and confidentiality in handling sensitive topics.
• Tools: Proficiency with M365 (Outlook, Word, Excel, PowerPoint), Odoo, and Canva.
• Remote Readiness: Comfortable with structured and short-form (“WhatsApp-style”) communication; able to work across GMT+1/GMT+3 time zones.

Benefits

What You’ll Gain

• High-trust role with visibility into cross-border nonprofit operations and financial stewardship.
• Practical experience in executive support, governance, and process management.
• Opportunities to act as deputy and grow into broader leadership.
• Flexible scheduling, remote collaboration, and meaningful contribution to youth empowerment in East Africa.