Job Title: Executive Assistant
Hiring Organization: CARE
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full
Time
Salary: KES
Date Posted: 05/09/2024
The
Executive Assistant (EA) plays a pivotal role in supporting two executive
leaders of CARE: The Chief Impact Officer (CIO) and the Vice President for
International Programs and Operations (VP IPO), and enabling them to focus on
strategic priorities and achieve their goals effectively.
The Executive Assistant (EA) efficiently manages the CIO and VP IPO schedules
and administrative tasks, prepares materials, and facilitates communication
among stakeholders. Serving as a trusted resource, the Executive Assistant
handles calendar management, scheduling meetings and appointments, and
prioritizing correspondence, ensuring their times are optimized. S/he also
assists in information management, organizing files, documents, and databases
essential to the executive’s work.
Additionally, the Executive Assistant (EA) provides project management support
for specialized projects, and is expected to produce reports for management
meetings, utilizing text, data, and graphics. Analyses situations and use
strong initiative to prevent and resolve problems.
Key responsibilities
Calendar
management:
- Efficiently
manage the Chief Impact Officer and Vice-President’s calendars, including
scheduling meetings, appointments, and events.
- Coordinate
with internal and external stakeholders to ensure the executive’s time is
optimized.
Travel
Arrangements:
- Arrange
travel logistics for the CIO and the VP IPO, including booking flights,
accommodations, transportation, and preparing travel itineraries.
- Anticipates
travel needs and proactively addresses any changes or issues that may
arise.
- Process
travel advance requests and expense reports, invoices, and financial
documentation in accordance with organizational policies.
Budget
Management:
- Assist
in monitoring and tracking their personal budgets and budgets of
initiatives they manage.
- Project
and Event Coordination
Project
coordination and support:
- Support
the Chief Impact Officer and the Vice-President in managing various
projects and initiatives.
- Coordinate
project timelines, tasks, and deliverables, and facilitate communication
among team members.
- Prepare
agendas, materials, and presentations for meetings attended by the Chief
Impact Officer and the Vice President.
- Organize
meetings led by the Chief Impact Officer and meetings organized by IPO
Senior Management Team (SMT).
- Take
meeting minutes, track action items, and follow up on outstanding tasks to
ensure timely completion.
Meeting
and event planning:
- Prepare
agendas, materials, and presentations for meetings attended by the Chief
Impact Officer and the Vice President.
- Take
meeting minutes, track action items, and follow up on outstanding tasks to
ensure timely completion.
Stakeholder
Engagement and Coordination
- Facilitate
communication and collaboration with internal departments (CARE USA, CARE
Member Partners), external partners, and other stakeholders involved in
the Chief Impact Officer and Vice President activities.
- Build
and maintain positive relationships on behalf of the Chief Impact Officer
and the Vice-President.
Communication
management:
- Serve
as a primary point of contact for the Chief Impact Officer and the Vice
President (screening and prioritizing emails), phone calls, and other
correspondence.
- Draft
and prepare emails, letters, reports, and presentations on behalf of the
executive.
Information
and file management:
- Organize
and maintain relevant electronic and physical files, documents, and
databases related to the Chief Impact Officer’s and the VP’s work.
- Ensure
timely access to information and assist in research as needed.
Confidentiality
and Discretion:
- Handle
sensitive information with the utmost confidentiality and discretion.
- Exercise
sound judgment in decision-making and maintain trust and professionalism
in all interactions.
Qualifications:
- A
bachelor’s degree in a related field such as business administration,
communications, public administration.
- 5+
years experience as Executive Assistant to Executive or Senior Management
of a large organization, in a corporate or nonprofit setting.
- Track
record of managing complex calendars, handling confidential information,
and coordinating projects.
- Strong
organizational skills and the ability to prioritize effectively and meet
deadlines in a fast-paced environment.
- Excellent
communication skills, both written and verbal in English.
- Proficiency
in office productivity software such as Microsoft Office Suite (Word,
Excel, PowerPoint) and calendar management tools is essential.
- Professionalism,
discretion, integrity and the ability to maintain confidentiality.
- Ability
to adapt to changing priorities, take initiative, and work independently
- Ability
to prioritize and plan work activities and use time efficiently.
- Ability
and experience to network and develop critical partnerships to strengthen
and further senior leadership agenda.
- Demonstrated
commitment to diversity, inclusion and contributing to a team culture of
belonging.