Executive Assistant

Overview

Job Title: Executive Assistant
Location: Nairobi
Department: Administration
Reports To: Chief Executive Officer (CEO)

 

Job Summary:

The Executive Assistant will provide high-level administrative support to the executive team of an IT firm, ensuring smooth day-to-day operations. This role requires excellent organizational skills, tech-savviness, and the ability to handle confidential information. The Executive Assistant will be a key point of contact between executives, internal teams, and external partners.

Key Responsibilities:

Support the CEO on a day-to-day basis, this includes but is not limited to:

·  Screen calls, emails, and other communications, prioritizing urgent requests and responding on behalf of the executive team where necessary.

·  Arranging local and international travel

·  Arranging local and international accommodation

·  Organizing meetings

·   Calendar Management

·   Filing and retrieving corporate records, documents, and reports

·   Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives

·   Prepare and edit correspondence, presentations, and reports using IT tools like Microsoft Office Suite, Google Workspace, and collaboration platforms (Slack, Teams).

·  Fulfil the role of board liaison and assist with board communication, and coordinate board meetings and documents

·  Undertaking personal duties for the CEO as and when assigned.

Operational

·  Facilitate information sharing and communication from the Office of the CEO throughout the organisation

·  Facilitate information sharing and communication from the Office of the CEO to external stakeholders and partners

·  Help develop the CEOs presentations when required

·   Manage expenses of the Office of the CEO against the standard operating procedures

·   Ensure the office of the CEO is efficient, cost-effective and responsive to the needs of the organization

·  Maintain professional and respectful relationships with stakeholders

Event & Meeting Coordination:

·  Plan and coordinate executive meetings, team off-sites, board meetings, and other events.

·   Prepare meeting agendas, take detailed minutes, and follow up on action items with relevant stakeholders.

·   Organize technical webinars, workshops, or conferences related to the IT industry.

IT & Tech Support:

·   Liaise with IT teams to troubleshoot and resolve technical issues for the executive team.

·   Manage and coordinate the use of collaboration software and other IT tools to streamline executive workflows.

Confidentiality & Discretion:

·   Handle highly sensitive company and personnel information with confidentiality.

·   Ensure compliance with company policies and data protection regulations, especially around proprietary IT systems.

 

Qualifications:

·   Bachelor’s degree in Business Administration, IT, or related field preferred.

·    3+ years of experience as an Executive Assistant, ideally within the IT sector.

·   Strong understanding of IT tools such as Microsoft Office, Google Workspace, Zoom, and project management software.  Familiarity with technical terminology and systems is a plus.

Skills:

·   Exceptional organizational and time-management skills.

·   Strong written and verbal communication skills.

·    Ability to work independently, multitask, and prioritize under tight deadlines.

·    High attention to detail, with a proactive approach to problem-solving.

·    Ability to manage multiple executives and complex schedules efficiently.

Preferred Skills:

Experience supporting senior leaders in the tech industry.
Familiarity with software development lifecycles, cloud computing, or cybersecurity.
Knowledge of IT compliance, data privacy regulations, and project management tools.
Ability to work in a fast-paced, innovative IT firm with opportunities for professional development.
Dynamic collaboration between technical and business teams.

How to Apply:
Interested and qualified candidates are invited to submit their application, including a resume, cover letter and Educational Certificates and any other relevant documents, to careers@orchidhr.co.ke by 27th September 2024. Please include “Executive Assistant” in the subject line.