Executive Assistant

Role Overview

This role keeps senior leaders operating smoothly by taking ownership of their day-to-day administrative workload—scheduling, travel, correspondence, and meeting logistics. You will act as a trusted partner who filters distractions, anticipates needs, and ensures that executives can focus their energy on strategic decisions. The position matters because the quality of your coordination directly affects how efficiently the leadership team interacts with clients, employees, and external partners.

Key Responsibilities

• Manage multiple executive calendars, coordinating appointments and internal or external meetings while resolving scheduling conflicts and protecting leaders' time.
• Organize complete travel arrangements for domestic and international trips, including flights, hotels, ground transportation, and detailed, easy-to-follow itineraries.
• Draft, review, and polish emails, presentations, memos, and reports, ensuring every document is clear, accurate, and aligned with the executive's voice and standards.
• Plan and execute meetings, conferences, and events—handling venues, attendee coordination, agendas, materials, and catering requirements.
• Act as the primary bridge between executives and employees, clients, and external stakeholders, triaging requests and responding with professionalism and tact.
• Handle confidential and sensitive information with absolute discretion, maintaining integrity in all executive-level communications.
• Prioritize incoming calls, emails, and correspondence, determining what needs immediate action and what can be delegated or deferred.
• Maintain organized filing systems for both digital and physical documents, ensuring important records are easy to find and properly archived.
• Support special projects and ad hoc tasks assigned by executives, demonstrating flexibility, sound judgment, and commitment to organizational goals.

Requirements & Qualifications

• Bachelor's degree in Business Administration or a related field is preferred, with 1–2 years of experience as an Executive Assistant or in a similar role supporting C-level executives.
• Strong verbal and written communication skills, with the ability to interact confidently and professionally at all levels.
• Excellent organizational abilities and sharp attention to detail, especially when managing multiple priorities simultaneously.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Hands-on experience with calendar management and travel coordination.
• Proven ability to solve problems, adapt to changing environments, and remain composed under pressure.
• Demonstrated discretion and integrity when handling confidential information.
• Familiarity with Nairobi's business environment and local customs is a plus.