Job Description & Role Explanation
Position: Executive Assistant to the International Field Representative Director (EA to IFRD)
Contract Type : Permanent
Reports to: International Field Representative Director (IFRD)
Department: Field Representatives
Location: Lome or Remote
Employment Type: Full Time
Office Hours: Monday-Friday, 8:00am-4:30pm, with flexibility across international time zones as required
Scope
The Executive Assistant strengthens the effectiveness, focus, and global coordination of the IFRD through executive, administrative, communication, reporting, and project-management support. The role converts strategic priorities into organized plans, timely decisions, disciplined follow-through, and reliable records. It supports, but does not replace, the authority of the IFRD, Regional Field Representative Managers or other leaders. Given the dynamics of the Ministry sector, field realities can require adjustments along the way; flexibility would be expected.
General Expectations
- Demonstrate self-motivation, sound judgment, dependability, excellence, confidentiality, discretion, and high moral character.
- Understand and protect the IFRD’s priorities, time, attention, and leadership capacity while managing multiple deadlines and sensitive matters accurately.
- Participate effectively in leadership meetings, document decisions, and translate discussions into clear actions, owners, and deadlines.
- Work with humility, cultural intelligence, patience, and wisdom across different theological positions, countries, customs, languages, systems, and time zones.
- Comply with TTI policies, financial controls, data-protection requirements, and accountability
- Communicate promptly and professionally through approved channels. Follow up with grace, persistence, tact, and a service-oriented tone.
- Work flexibly when global meetings, urgent field matters, international travel, or special events require attention outside normal hours.
Spiritual Life
- Born-again Christian aligned with TTI’s Statement of Faith and Core
- Maintain a Christ-centered life in which personal devotion, prayer, obedience, and service to God sustain all ministry responsibilities.
- Care well for family and maintain healthy relationships at home, recognizing that ministry begins at home.
- Pray consistently for TTI, the Field Representative Department, churches, leaders, partners, ministries, and countries served.
- Maintain regular discipleship accountability and model humility, integrity, servant leadership, grace, and spiritual maturity.
- Live missionally by sharing the love of Jesus, encouraging others, and demonstrating the gospel in conduct and work.
Professional Qualifications
- Bachelor’s degree in a relevant field preferred, or equivalent executive-level
- Three to five years of successful experience in executive support, administration, operations, project management, ministry leadership, or a comparable role.
- Excellent written and spoken English; French or another TTI ministry language is an
- High proficiency in Microsoft Outlook, Word, Excel, PowerPoint, OneDrive, SharePoint, Teams, and virtual meeting platforms; familiarity with iMetrics, Power BI, Lists, or Planner is
- Experience in multicultural, international, nonprofit, church, or ministry settings, with executive presence, initiative, discretion, and sound judgment.
Required Skills
- Executive calendar and priority management; written and verbal communication; critical thinking and anticipatory problem-solving.
- Project coordination, disciplined follow-up, meeting facilitation, minute-taking, decision documentation, and action tracking.
- Data organization, analysis, executive reporting, cross-cultural communication, confidentiality, and sound judgment.
- Event, travel, logistics, budget, training, records, and document management, with humble and professional service to leaders and field teams.
Key Roles and Responsibilities Accountability
Reports directly to the IFRD and maintains effective working relationships with Regional FR
Managers, Regional Leadership Teams, National FR leaders, Department Heads, Reporting, ACHIEVE, and other designated staff.
Executive Support and Priority Management
- Manage the IFRD’s calendar, appointments, recurring meetings, deadlines, travel, and protected focus time, resolving conflicts according to urgency and strategic value.
- Prepare agendas, reports, background information, briefing notes, previous decisions, and proposed talking points for meetings.
- Maintain systems for commitments, delegated assignments, decisions, correspondence, and follow-up actions; anticipate needs and resolve routine obstacles.
- Draft, proofread, format, and organize correspondence, presentations, reports, policies, proposals, and announcements while protecting confidential information.
Strategic Planning and Departmental Execution
- Translate the annual FR roadmap and 1-4-1-4 priorities into quarterly goals, milestones, action plans, meeting rhythms, and reporting schedules.
- Maintain a master tracker of initiatives, owners, deadlines, dependencies, risks, decisions, and completion status.
- Collect regional progress updates and provide concise summaries of achievements, delays, risks, decisions needed, and next actions.
- Follow up respectfully, maintain policies, SOPs, decision logs, organization charts, role descriptions, and shared resources, and recommend workflow improvements.
Meetings, Decisions, and Follow-Through
- Coordinate strategic and cross-functional meetings; circulate agendas, objectives, presenters, pre-reading, and expected decisions in advance.
- Record and distribute accurate minutes distinguishing information, decisions, unresolved questions, actions, owners, and due dates.
- Maintain searchable meeting records, monitor actions between meetings, and alert the IFRD to overdue items or matters requiring intervention.
Communication and Cross-Departmental Collaboration
- Serve as a professional coordination point for communication to and from the IFRD without assuming leadership decision-making authority.
- Triage requests, obtain missing information, route matters appropriately, and elevate urgent or strategically important issues.
- Maintain healthy communication with regional and national leaders, Department Heads, Operations, Reporting, Technology, and ACHIEVE teams.
- Prepare authorized announcements, reminders, invitations, requests, and follow-up messages; maintain contact lists, distribution groups, directories, and communication calendars.
- Promote consistent global communication while respecting regional context and representing the IFRD’s tone with humility, warmth, clarity, and professionalism.
Training and Leadership Development Support
- In collaboration with the Operations team on ground, coordinate calendars, invitations, registration, platforms, venues, travel, translation, materials, attendance, and follow-up for global training.
- Maintain approved training resources, versions, translations, recordings, and facilitator and participant materials.
- Compile evaluations, participation data, lessons learned, and improvement recommendations; confidentially track coaching and development follow-up when requested.
- Support with logistics for events occurring in countries without a TTI logistics team
Reporting and Information Management
- Follow up with monthly, quarterly, annual, and special reporting and prepare executive summaries and dashboards highlighting visitation performance, opportunities, quality concerns, trends, challenges, and decisions required.
- Support monitoring of global visitation standards, including two Training Center visits during the training cycle and visits to more than 50 percent of reported churches.
- Maintain secure digital records with clear naming, version control, permissions, retention, and retrieval standards, and prepare briefing packs for leadership discussions.
Systems and Process Support
- Document, evaluate, and make contributions for the improvement of systems supporting impactful FR visits and effective communication of field insights.
- Collaborate with other teams on approved projects, templates, workflows, shared folders, collaboration tools, reporting calendars, and basic user-support escalation.
Budgeting and Financial Administration
- Support the IFRD in Coordinate annual budget submissions, consolidated information, deadlines, and supporting records.
- Maintain records of approved global budget of the FR Department, commitments, expenditures, travel and event costs, and available balances; prepare expense, reimbursement, advance, payment, and budget documents accurately.
Travel and Event Coordination
- Plan IFRD travel, including flights, lodging, visas, ground transportation, schedules, host contacts, advances, documentation, and comprehensive travel briefs.
- Maintain a valid passport and required documentation and be willing to travel internationally, to rural locations, and occasionally on weekends.
Special Projects and Representation
- Lead assigned administrative and operational projects with clear objectives, timelines, stakeholders, deliverables, and status reporting.
- Represent the IFRD in routine meetings when delegated, communicate only approved information, report outcomes, and make no policy, personnel, financial, or other commitments beyond delegated authority.
Communication with Leadership
Discuss challenges, obstacles, competing priorities, and sensitive matters promptly with the IFRD. Maintain direct, respectful, and professional communication with designated co-laborers, leaders and partners. Communicate facts accurately, distinguish confirmed information from assumptions, protect confidentiality, and never use proximity to the IFRD as a means of control or personal influence.
Performance Standards
- The IFRD is prepared for key meetings, travel, decisions, and reporting
- Calendars, records, documents, and shared resources are accurate, secure, current, and
- Decisions and action items are documented, clearly assigned, and consistently followed
- Strategic priorities and projects are visible through reliable trackers and concise status
- Communication and reports are timely, professional, culturally appropriate, accurate, decision-oriented, and aligned with the IFRD’s direction and TTI wisdom.
- Confidential information is protected, judgment is sound, and travel, training, and events are coordinated thoroughly within approved budgets.
- Key co-laborers experience the role as a source of clarity, service, coordination, and dependable follow-through.
Travel
Domestic and international travel may be required, including regional and global meetings, training, conferences, summits, and rural assignments. The Executive Assistant must maintain the health, passport, and documentation needed to travel and provide complete administrative and logistical follow-through before, during, and after each approved trip.
Office Funds
The role may administer office funds, travel advances, event expenses, or other approved resources. Complete accountability, authorization, accurate supporting records, timely reconciliation, careful allocation, integrity, discretion, stewardship, and transparency are mandatory.
Key Attributes
Spirit-led and mission-driven; servant-hearted and humble; highly organized and proactive; discreet and trustworthy; strategic and disciplined; relationally intelligent and culturally adaptable; clear and responsive; calm under pressure; accurate and attentive to detail; collaborative, resourceful, solutions-oriented, and committed to accountability, stewardship, and continuous improvement.
How to Apply
Applications should be sent to westafricarecruitment@ttionline.org no later than Monday, 19th of November 2026, with the subject line: « Application – EXECUTIVE ASSISTANT IFRD ».
The application package should include:
- A detailed CV, not exceeding four (4) pages;
- A cover letter not exceeding Two (2) pages;
- A recommendation letter from a church or ministry leader;
- Relevant diplomas and certifications.
Only shortlisted candidates will be contacted for an interview.
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