HR&Operations Executive Assistant

Job Summary

The Executive Assistant (EA) will provide direct administrative and operational support to the Kenyan Field Director. This role is critical to ensuring smooth daily operations, timely communication with candidates, virtual assistants (VAs), and internal team members,and effective coordination of meetings and training sessions. The EA will serve as the primary point of contact between the Field Director and all Kenya-based stakeholders.

Key Responsibilities

1) Communication & Email Management

● Read, manage, and respond to all emails as required.
● When required, draft and send professional correspondence on behalf of the Field Director.
● Forward relevant communications to the Field Director as necessary, while prioritizing urgent items.
● Ensure all communication from staff, virtual assistants, and prospective candidates is addressed in a timely and accurate manner.

2) Calendar & Meeting Management

● Maintain and manage the Field Director's calendar, ensuring smooth scheduling of Zoom
meetings, interviews, and check-ins.
● Coordinate with U.S. time zones to align schedules for interviews and client-related
activities.
● Prepare agendas and ensure all necessary documents are ready ahead of scheduled
meetings.
● Manage travel and executive communications.
● Prepare reports, presentations, and meeting materials.
● Handle confidential information and, as needed, act as a liaison between departments.
● As needed, coordinate meetings and manage expense reports.

3) Candidate Recruitment & Interview Coordination

● Support full-cycle recruitment (sourcing, screening,résumé reviews,shortlist candidates,
interviewing, reference checks,and support placement ) , manage candidate pipelines,
and collaborate with hiring managers and recruitment firms to contribute to Hire Impact
Outsourcing's objectives.
● Assist with candidate outreach and communication throughout the recruitment cycle.
● When requested and with the candidate's consent, request and collect a 2–3-minute
introduction video (overview of experience and motivation for the role) for vetting, and
share it with the U.S. team for approval."
● Support in managing candidate documentation and ensure contracts are sent, signed,
and filed appropriately, while confirming with the Field Director.
● Coordinate interview scheduling, prepare Zoom links, and ensure recruiting firms receive
the correct job descriptions.

4) Onboarding & Training Support

● Assist with onboarding new VAs, including follow-up on setting up accounts (e.g.,
Teramind).
● Support the Field Director in training VAs, coordinate training materials, and track
completion.
● Monitor new-hire integration and flag any issues to the Field Director for resolution.
● Support training logistics (scheduling, attendance tracking, feedback collection).
● Maintain learning management systems (LMS).
● Assess skill gaps and help evaluate training effectiveness.
● Work with department heads to align training with company goals.

5) Operational & Administrative Support

● Occasionally deliver tailored presentations to prospective U.S. clients and handle
15-minute Intro Calls that convert to 45-minute Discoveries. Eligible for bonuses tied to
(a) Intro→Discovery conversions and (b) qualified presentations that convert to clients
wanting to join.
● Maintain accurate records of recruiting, interviewing, onboarding, and training activities.
● Prepare reports as requested by the Field Director.
● Provide support with office or operational tasks as required by the Field Director.
● Carry out any other duties related to VAs and Hire Impact's Kenyan operations as
reasonably assigned.
● Assist in coordinating and organizing events and activities to bring together virtual
assistants as needed

RequirementsQualifications

● Bachelor's degree or Diploma in one of the following: Business Administration; Human
Resource Management; Psychology or Industrial–Organizational Psychology;
Communication or Public Relations; Secretarial Studies/Office Administration; Education
or Adult Education; Education Technology or Instructional Design (specialized)
(preferred); Sales or Marketing (a plus).
● 2+ years of experience as an Executive Assistant, Administrative Assistant, or
HR/Recruitment Coordinator.
● Strong written and verbal communication skills in English.
● High proficiency with Microsoft Office Suite, Google Workspace, Zoom, DocuSign,
Adobe Acrobat, Mailchimp, Salesforce, HubSpot, and related platforms.
● Experience with remote team collaboration tools (e.g., Slack, Trello, , or
similar).
● Exceptional organizational and time management skills.
● Ability to handle sensitive information with confidentiality.
● Flexibility to work U.S. time-zone schedules and Kenyan holidays.
● Knowledge or experience with AI tools.
Compensation & Benefits
● Competitive monthly salary (aligned with Kenyan market rates and company
policy).
● Paid annual leave.
● Occasional performance-based bonuses.
● Work flexibility.
● Ongoing training and development.
● Opportunity to work with a diverse and dynamic team.
● Career growth potential.

Equipment Requirements

● Personal laptop and phone.
● Reliable internet connection (minimum 100 Mbps). Candidates should be willing to upgrade their laptop and internet speed if necessary.

Personal Attributes

● Motivated & Positive Attitude: Self-motivated, enthusiastic, and professional, with a
passion for growth and teamwork.
● Interpersonal Skills: Strong interpersonal abilities, with the capacity to work
independently and thrive in a fast-paced, results-driven environment.

Preferred Experience

● Experience working in a multinational or cross-cultural environment.
Desired Attributes
● Clear & Effective Communication: Able to engage clients and fellow staff and present
information concisely.
● Goal-Oriented: Driven to achieve and exceed targets.
● Adaptable: Quick to learn, flexible to changing needs, and able to adjust strategies
accordingly.
● Customer-Centric Mindset: Skilled in building relationships, delivering exceptional
service, and engaging clients.

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