Our client, a well-established financial institution in Kenya, is seeking a highly qualified Senior Executive Assistant. This role requires a versatile and all-rounded professional who can effectively manage and monitor the performance of the executive office, thrive in a fast-paced environment, and proactively design solutions while maintaining high standards of excellence and meeting critical deadlines. If you are a results-driven individual looking for a dynamic and rewarding career opportunity, we invite you to explore this exciting position.
The Senior Executive Assistant will be responsible for managing the day-to-day operations of the Executive office, providing high-level administrative support, preparing executive business reports and presentations, and coordinating key activities with efficiency and confidentiality.
Key Duties and Responsibilities
- Oversee the day-to-day operations of the Managing Director’s office and provide general administrative support to the Executive office.
- Calendar Management – Manage and coordinate the Managing Director’s dynamic calendar, scheduling appointments, meetings, and travel arrangements with meticulous attention to detail.
- Travel Arrangements – Arrange and coordinate domestic and international travel, including flights, accommodations, and ground transportation.
- Communication Management – Screen and manage incoming communications, including emails, phone calls, and correspondence, prioritizing and responding appropriately.
- Stakeholder Management – Act as a liaison between the Managing Director and internal/external stakeholders, ensuring effective communication flow (oral and written) to and from the Executive Office, with the various stakeholders.
- Meeting and Event Coordination – Organize executive meetings, conferences, and engagements, ensuring that these activities are seamlessly executed and professionally handled.
- Document preparation – Prepare and organize materials for meetings, presentations, official correspondence, conferences, and publications, including agendas, briefs, reports, speeches and presentations.
- Monitoring and Tracking activities – Coordinate and track progress with relevant departments implementing assignments and activities emanating from engagements with the Executive Office and Organization’s Departments.
- Filing and safe custody – Ensuring safe custody of documents and information for both confidentiality and ease of retrieval.
- Supervisory support – Supervise and manage administrative and support staff in the Managing Director’s office.
- Special Projects Management – Assist in planning and executing high-priority initiatives and special projects as assigned by the Managing Director/Executive Officer.
- Adhere to the Organization’s policies, procedures, and regulations, including confidentiality required in the Executive Office.
- Any other roles and responsibilities as may be assigned by the supervisor.
Academic and Professional Qualifications
- Degree in Business Administration, Social Science, or a related field.
- Professional Certification in Administration, or Corporate Governance or other relevant field or domain is an added advantage.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Work Experience
The candidate must have a minimum of seven (7) years of experience in executive support roles, with at least three (3) years in a similar position supporting C-suite executives in a financial institution or corporate environment.
Competencies
Technical Competencies
- Ability to prioritize conflicting tasks with required degree of excellence and timeframe.
- Ability to handle matters expeditiously and proactively, to successful completion.
- Planning, organizing and coordination of various tasks and stakeholders.
- Stakeholder and relationship management.
- Executive office Management and executive Secretarial Services.
- Executive communication skills, and excellent report writing, and editorial skills.
- Ability to understand and leverage digital and online tools to enhance operational efficiency and quality of work.
Behavioral/ General Competencies
- Stakeholder Management – the ability to interact effectively with senior executives, board members, and external stakeholders.
- Organizational and Multitasking Skills – A high level of organizational efficiency and the ability to handle multiple priorities under tight deadlines is critical.
- Adaptability–the ability to adapt to changing priorities and work in a fast-paced environment.
- Confidentiality and Professionalism – The candidate must demonstrate discretion, integrity, and the ability to handle sensitive information with the utmost confidentiality.
- Forward looking approach and experience in actively seeking opportunities and solutions to executive office functions and responsibilities.
- Collaboration and teamwork.
- Problem-solving skills.
- Exemplary attention to details.
- Creativity and innovativeness.
How to Apply:
If you believe you meet the role specifications and can clearly demonstrate your abilities for the role, please submit your application on our website, including authentic certified copies of relevant academic and professional certificates and testimonials, your curriculum vitae, details of your current position, current remuneration, as well as email and telephone contacts of three (3) referees who can speak of your competence, character and integrity.
Email or hard copy applications WILL NOT be accepted.
All applications must be submitted through the e-recruitment portal to be considered, and your application must be received by not later than April 04, 2025.
Our client is an Equal Opportunity Employer (EOE) committed to diversity, inclusion and gender equality. Canvassing will lead to automatic disqualification
Only shortlisted candidates will be contacted.
Job Category: Expert Hire
Job Type: Full Time
