Executive Personal Assistant

5 days ago

Nairobi, Nairobi Area, Kenya Bridge Talent Management Full time $90,000 - $120,000 per year
Job Overview

We are seeking a highly organized, proactive, and strategic Executive Personal Assistant to provide direct support to the CEO.  The executive personal assistant provides high-level, strategic support, acting as a key partner in managing the day-to-day operations of the Executive Office. This role is responsible for managing the director's schedule effectively and overseeing the implementation of high-priority activities to ensure alignment with the director's vision and company goals. The role holder serves as a critical liaison between the director and internal/external stakeholders and is expected to drive efficiency across all executive functions.

Key Responsibilities

1. Strategic Schedule Management

• Efficiently manage the director's schedule, including arranging and prioritizing incoming emails, meetings, appointments, and travel to optimize the director's time and ensure alignment with organizational goals.

2. Executive Liaison

• Act as a critical point of contact for the managing director, fostering communication with key stakeholders across departments as required and  externally, ensuring timely responses and smooth flow of information.

3. Meeting Preparation and Follow-Up

• Prepare detailed materials, agendas, presentations, and reports for executive meetings, capture and follow up on key points to support successful outcomes.

• Schedule management meetings efficiently and send timely reminders
to the management team to fill out the meeting template in advance of
the meeting.

4. High-Priority Oversight

• Identify and assist with the coordination and implementation of high- priority activities in support of the director's strategic vision e.g., by conducting research, developing templates, tracking and documenting progress, identifying challenges, and proposing solutions as needed.

5. Records Management

• Oversee sensitive information, maintain records and files, and ensure accurate data for decision-making, with a focus on confidentiality and attention to detail.

6. Driving Efficiency

• Identify areas for process improvement and implement solutions to drive efficiency across the Executive Office and executive functions, supporting smooth day-to-day operations.

7. Travel and Event Coordination

• Organize the director's travel itineraries and manage all aspects and logistics of domestic and international including accommodation and visa application and assist in the planning and execution of events involving the managing director.

• Assist in planning travel and logistics for the management team as requested as well as managing travel arrangements and itineraries for other Senior Executives.

8. Learning & Development

• Continuously strive to develop your knowledge and skills further.

• Engage proactively with colleagues cross-functionally to improve and enhance efficiency.

• Perform any additional duties related to the above-mentioned duties and responsibilities that may be assigned to you.

Requirements
  • Bachelor degree in business administration,business development or any related field 
  • Minimum 5 years' experience supporting C-suite executives or senior leadership in a similar role.
  • Ability to understand and contribute to the company's strategic goals and the capability to translate business insights into actionable recommendations for the managing director.
  • Proven track record in executive support, project coordination, or office management.
  • Strong stakeholder management experience (internal and external).
  • Strong familiarization of the Microsoft 360 and CRM tools
  • Ability to manage and prioritize multiple tasks, projects, and schedules with precision.
  • Strong critical thinking and problem-solving skills, with the ability to anticipate potential issues and address them proactively.
Qualified candidates are invited to send their CV and a short cover letter highlighting relevant experience and why they are the right fit for the role to  with the subject "Executive Personal Assistant" or apply directly through  the company website.Please note that only shortlisted candidates will be contacted.

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