Executive Assistant at

2 weeks ago

Nairobi, Nairobi Area, Kenya Africa Digital Media Institute (ADMI) Full time
ADMI is a leading creative media and technology training institution, offering practical courses in Film & TV Production, Mass Communication, Music Production, Sound Engineering, Animation & Motion Graphics, Graphic Design, Digital Marketing, Photography and Multimedia

Role

The Corporate Department coordinates the CEO''s office (the 'Front Office') including Executive Support, Board Relations and certain Partnerships, People and Legal functions of the Group.

The Execuitve Assistant (EA) provides an efficient, responsive and confidential service to the Directors, enabling them to allocate time and resources more efficiently between personal, professional and public relations activities.

As a Corporate Officer, the Executive Assistant provides meticulous and responsive cross-functional administrative and programmatic support to diverse internal and external stakeholders.

This versatile and indispensable role requires a flexible and pragmatic approach to a range of sensitive, often confidential, responsibilities interfacing with senior internal and external officials.

Duties

Coordinate the Directors calendar, schedule, logistics, records and correspondence
Support day-to-day operations including partnerships, board relations, legal and human resources
Provide general administrative support to the Front Office including gate-keeping, book-keeping, correspondence, note-taking, photocopying, data entry, mailing, sorting and filing
Create and contribute to online content, including copy, photos, videos, and other multimedia inputs
Maintain, process and channel confidential and critical documentation for Legal, Compliance, and Human Resource functions as well as other sensitive matters
Draft, compile and revise contracts, policy handbooks, internal and project reports and studies including internet and field research, creation of maps, tables and graphs and collation of power point presentations
Coordinate and oversee all Board-related meetings, including coordinating attendees and suppliers, collating content, arranging venue and services, and supporting logistics
Set up, coordinate and keep records of internal and external meetings and events including external and staff events, presentations and board meetings
Create and maintain strict confidentiality and security procedures for company information
Provide company and office orientation for guests as well as employees, suppliers and partners
Project a professional company image through in-person, email and phone interaction
Handle inquiries and respond to all staff, partner, visitor and Group needs
Offer warm and attentive hosting services for any and all guests
Meet, host and escort foreign guests while in-country
Provide transaction, logistical and administrative support to routine and special projects as needed
Prepare project accounts, budgets, spreadsheets and presentations at the company and project levels
Streamline, automate and consistently enforce standard operating procedures
Resolve emerging issues, including emergencies
Recruit and supervise suppliers and subordinate staff and support peers and seniors as needed.

Qualifications

8 years of experience in executive administrative assistance and administrative assistance
Excellent communication skills in both written and verbal Business English
Analytical skills to independently draft and review contracts, documents, policies and presentations
Professional judgement, discretion and polish to interface with high-level stakeholders
Strong organizational and time management skills
Full proficiency in Microsoft Office Suite, G-Suite and key applications
Attention to detail and high level of accuracy
Passion and competence in providing impeccable hospitality and customer service
Ability to work independently and collaboratively in a fast-paced environment
High learning agility, including willingness to learn new tools, including AI.

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