Executive Assistant

Overview

Our client a leading organization in Kenya's agricultural sector, dedicated to ensuring fair and transparent trading practices, seeks to hire an Executive Assistant. To provide high-level administrative support to executives and senior management within the organization to ensure smooth operations in achieving set goals. This role involves a combination of administrative tasks, coordination of schedules and meetings, communication management, and project support.

Job Title: Executive Assistant

Department: Chief Executive Office

Reports to: Chief Executive Officer

Direct Reports: N/A

Responsibilities

Calendar Management:
i Manage and organize the executive's calendar, schedules appointments, meetings, and events.
ii Coordinate and prioritize commitments to optimize efficient use of time.

Calendar Management:
i Serve as the primary point of contact between the executive and internal/external stakeholders
ii Handle emails, calls, and correspondence on behalf of the executive, ensuring timely responses.

Meeting Coordination:
i Arrange and coordinate internal and external meetings, including logistics and preparation of necessary materials.
ii Take minutes, prepare summaries, and follow up on action items from meetings.

Travel Arrangements:
i Plan and coordinate travel arrangements for the executive, including flights, accommodations, and ground transportation.
ii Prepare detailed itineraries and ensure travel plans align with the executive’s schedule.

Document Preparation:
i Draft and edit correspondence, reports, presentations, and other documents as requested.
ii Ensure accuracy and clarity in all written communications.

Confidentiality Management:
i Handle sensitive information with utmost discretion and confidentiality.
ii Safeguard confidential documents and maintain a high level of professionalism.

Project Support:
i Provide administrative support for special projects and initiatives led by the Executive.
ii Collaborate with other team members to facilitate project coordination.

Task Prioritization:
i Assist in prioritizing and managing tasks, ensuring that deadlines are met.
ii Anticipate and address potential conflicts or challenges in task execution.

Record Keeping:
i Maintain organized and easily accessible electronic and physical records.
ii Create and manage filing systems to streamline document retrieval.

Office Coordination:
i Collaborate with other administrative staff to ensure the smooth functioning of the office.
ii Assist to maintain a professional and welcoming office environment.

Additional education

A bachelor's degree in Business Administration, Office Administration, Management, or a related field. In some cases, relevant work experience may be accepted instead of a degree.

Experience

Additional experience

Previous experience of 2 to 5 years in an administrative or executive support role.

Additional skills

• Proficiency in using online meeting tools, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications used for administrative tasks.
• Demonstrated ability to handle sensitive information and maintain confidentiality at all times.
• Ability to work effectively as part of a team.
• Capable of identifying issues, analyzing problems, and developing practical solutions.
• Willingness to adapt to changing priorities and dynamic environments.
• Have a professional demeanor, reliable and positive attitude.

Terms and conditions

Successful candidates will be required to meet the requirements of Chapter 6 of the constitution of Kenya by obtaining the necessary documents if need be.

All appliccations should be submitted through erastusngugi9@gmail.com. with the job title as the subject line on or before 12th September 2024.

Only shortlisted candidates will be ontacted.