Responsible for supporting senior leadership, managing schedules, coordinating meetings, handling correspondence, preparing reports, and maintaining confidential records. Requires a relevant qualification in business administration, management, communications, or a related field. The position is based in Nanyuki and requires on-site work.
Role Summary
The Executive Assistant provides day-to-day administrative and coordination support to the CEO and the C-Suite functions by ensuring their smooth and efficient operation. The role holder will be responsible for coordinating diaries, meetings, travel, correspondence and office administration while supporting a range of organisational projects and executive activities.
Key
Responsibilities:
- Executive
Administrative Support: Provide comprehensive administrative
support to the CEO/C-Suite functions, ensuring day-to-day activities are
well organised, prioritised, coordinated and delivered
efficiently.
- Diary and Meeting
Coordination: Manage and maintain the CEO’s diary,
schedule meetings and appointments, set reminders, coordinate meeting
logistics, prepare agendas and supporting documentation, and ensure the
CEO is fully prepared for meetings and engagements.
- Leadership Team
Coordination: Coordinate regular meetings between
the CEO and the leadership team and manage the process of obtaining
required briefings, reports from the leadership team to ensure the CEO is
adequately prepared for scheduled engagements.
- Correspondence and
Communication: Read, screen and appropriately
prioritise incoming correspondence, reports and emails; draft routine
correspondence and presentations; handle matters within delegated
authority; and forward relevant matters to the CEO for advice or
action.
- Travel and
Logistics: Coordinate travel arrangements, accommodation,
transportation, itineraries and visits logistics for the CEO, Senior
Leadership Team and other stakeholders as may be required.
- Meeting Documentation and
Follow-up: Prepare and distribute meeting materials, record
minutes, maintain action trackers, follow up on outstanding actions and
ensure deadlines and commitments are appropriately monitored.
- Research and
Preparation: Undertake desktop research and
compile relevant information, briefing notes and reports to support
the CEO’s preparation for meetings, presentations and other stakeholder
engagements.
- Project and
Administrative Coordination: Provide administrative support for
organisational projects by coordinating activities, tracking actions,
maintaining project documentation, monitoring deadlines, and following up
with relevant stakeholders.
- Stakeholder
Coordination: Maintain positive and professional
working relationships with colleagues, trustees, donors, suppliers and
other internal and external stakeholders, ensuring effective communication
and timely follow-up.
- Records and Document
Management: Maintain accurate and organised filing systems
and records of papers, correspondence and electronic documents on behalf
of the CEO, ensuring information is accurate, complete, accessible,
up-to-date, and appropriately managed.
- Office
Administration: Coordinate administrative processes
within the C-Suite functions and ensure that required reports, minutes,
documentation and other administrative outputs are prepared and maintained
as necessary.
- Confidentiality and
Professionalism: Handle confidential and sensitive
information with complete discretion, maintaining a high level of
confidentiality, integrity and professionalism in all
interactions.
- Continuous
Improvement: Identify opportunities to improve
administrative and coordination processes, introduce practical solutions,
and actively seek opportunities to learn and develop relevant
skills.
- Other Duties: Undertake any other
duties as may be assigned from time to time.
Qualifications, Experience and
Skills:
(a)
Qualification
- A
Bachelor’s Degree in Business Administration, Management or a related
field.
- Familiarity
with ERP systems, travel booking platforms, and event management tools is
preferred
(b)
Experience
- 3-5
years’ experience in an administrative, office coordination or customer
service role is desirable.
- Experience
supporting senior managers will be an advantage but not essential.
- Recent
graduates with strong organisational skills and relevant internship
experience are encouraged to apply.
(c) Key
Skills and Competencies
- Highly
organised with excellent attention to detail.
- Strong
written and verbal communication skills.
- Proactive,
positive and eager to learn.
- Excellent
time management and ability to priorities competing tasks.
- Professional,
trustworthy and able to maintain confidentiality.
- Strong
interpersonal skills with a customer-service mindset.
- Able
to work independently while knowing when to seek guidance.
- Adaptable,
flexible and calm under pressure.
- Good
working knowledge of Microsoft Office (Word, Excel, Outlook and
PowerPoint).
- Commitment
to continuous learning and personal development.
