Executive Assistant

The Opportunity:

Core Responsibilities:

Executive Support:

• Manage and maintain executive schedules, including arranging appointments, travel, and accommodation.
• Organize and prioritize incoming correspondence, including emails, letters, and phone calls.
• Handle travel planning, including booking flights, accommodations, and coordinating ground transportation; create detailed itineraries.
• Coordinate meetings, conferences, and events, including logistical arrangements and preparation of materials.
• Maintain accurate records and files, both digital and physical, ensuring information is easily accessible.
• Handle confidential and sensitive information with discretion and confidentiality

  .

Communication:

• Serve as the primary point of contact for internal and external communications on behalf of the executive team.
• Draft and proofread correspondence, memos, and other written materials.
• Facilitate communication between the executive team and various stakeholders, including clients, partners, and employees.

Office Management:

• Oversee office operations, including managing office supplies, equipment, and facilities; maintain efficient filing systems and procedures.
• Coordinate with vendors and service providers to ensure the smooth functioning of office infrastructure.

Research and Analysis:

• Conduct research on various topics as directed by the executive team.
• Compile and analyze data to support decision-making and strategic planning.
• Prepare briefs, summaries, and reports based on research findings.

Team Collaboration:

• Collaborate with other department members to streamline processes and enhance efficiency.
• Provide support and assistance to colleagues as needed, fostering a positive and collaborative work environment.

Qualifications:

• Bachelor’s degree or equivalent experience in a relevant field.
• Proven experience in administrative support or executive assistance roles, with a minimum of 10 years in a similar position.
• Experience in travel logistics and bookings, ensuring seamless coordination of itineraries and accommodations.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills in English; proficiency in Swahili and Hindi is highly desirable.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
• Discretion and professionalism in handling confidential information.
• Strong interpersonal skills and the ability to interact effectively with individuals at all levels.
• Flexibility and adaptability to changing priorities and responsibilities.

Conclusion: