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Executive Assistant to the National Director

4 months ago

Nairobi, Nairobi Area, Kenya Habitat for Humanity International Full time

JOB PURPOSE

  • Reporting to the National Director the Executive Assistant will be responsible for providing high level confidential support to the National Director, strategic secretarial and administrative services; by ensuring that effective planning and administrative systems are in place.

RELATIONSHIP WITH OTHER DEPARTMENTS

  • Internal and external stakeholders.

DUTIES

  • Provide strategic coordination between the National Director and the internal & external stakeholders.
  • Effectively manage complex scheduling of the National Director's calendar.
  • Coordinate National Director's office events and clients' meetings.
  • Plan and manage key organizational events such as AGM, Strategy days, Staff briefings and others as required.
  • Provide administrative services for the National Director's office e.g. formatting documents, drafting letters, reports writing.
  • To offer support for National Director's meetings by ensuring meetings are properly arranged and serviced.
  • Provide support using independent judgement to determine matters that require priority attention; prioritize, channel and facilitate communication between department heads.
  • To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
  • Assist in any other matter incidental to the National Director's office as may be requested.

KEY PERFORMANCE MEASURES / INDICATORS

  • Efficient coordination with the internal & external stakeholders.
  • Leader support
  • Effective communication both written and verbal formats.

QUALIFICATIONS

  • Bachelor's degree in a business-related course.
  • Proficient in Microsoft Office Suite.
  • Demonstrated professional competence in management of office administrative services.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

  • Good communication written and verbal, numeracy, presentation and analytical skills.
  • IT proficiency, especially Microsoft Office.
  • Team player while able to work independently.
  • Excellent interpersonal skills including diplomacy.
  • High level of professionalism, integrity and honesty
  • Excellent administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them.
  • The ability to work effectively with colleagues at all levels and a wide range of senior external contacts in a high-pressure environment.
  • Possess a Certificate of good conduct

EXPERIENCE

  • Served in a comparable and relevant position for at least 3-5 years providing high-level administrative support in a senior role.
  • Experience in managing & planning projects, conferences and events.

OTHER INFOMATION

  • Willing to uphold Christian principles of HFH Kenya
  • Ability to work long and odd hours, including weekends
  • Confidentiality
  • Honesty
  • High levels of integrity