Executive Assistant at I Choose Life - Africa (ICL)

Roles for the Executive Assistant Job

• Providing quality secretarial and support services to the Chief Executive Officer.
• Maintaining confidentiality and integrity of correspondence in the Office by drafting letters and documents, collecting and analyzing information and initiating communication.
• Maintaining the CEO appointment schedules and diary by planning and scheduling meetings, conferences, teleconferences, and making local and overseas travel arrangements
• Prepare and modify documents including correspondence, reports, drafts and emails
• Maintain all calendars/diaries, schedule appointments and take responsibility for meeting room management and ensure that the team members are well prepared
• Handling all incoming and outgoing correspondence including e-mails, general correspondence and other communication,
• Drafting of letters, presentations, minutes and reports as directed by the CEO
• Processing visa applications and renewals for passports for the CEO
• Facilitating and coordinating Executive Team meetings including senior management team meetings with the CEO
• Co-ordinate all pertinent travel arrangements for the team and external partners including booking of hotels, flights and other associated arrangements
• Coordinate all ICL Board Relations including Board Orientation, Board Meetings and minutes and all Board correspondence as directed by the CEO
• Provide support to program staff in organizing workshops, trainings and conferences
• Maintaining of an accurate filing and record system including organization’s electronic inventory
• Maintain an adequate inventory of office stationery supplies
• Ensure that office cleanliness and hygiene are maintained
• Take minutes during and keep board meeting records
• Handle and distribute all incoming and outgoing correspondences
• Handle requests for information and data including file location, retrieval from Registry and closing files
• Any other duties that the job holder may be asked to do from time to time

Executive Assistant Job Requirements

• Bachelor’s degree in Human Resources Management or equivalent
• Professional HR qualification and membership to a HR body e.g. IHRM
• Knowledge of Kenyan labour laws and practices
• At least 3 years’ experience as a HR generalist in a busy multi-cultural environment preferably an NGO
• Computer literate with proficiency in email and Microsoft applications. Knowledge of HRM information systems will be an added advantage.

Competencies

• A minimum of a degree in communication & marketing, PR or customer relations
• A Diploma/Certificate in secretarial studies, customer relations will be an added advantage
• Demonstrated high skill level in MS Office
• Must have at least three (3) years’ experience preferably in PA, secretarial/admin role
• Exceptional interpersonal and communication skills (both written & spoken)
• Attention to detail and able to work with minimum supervision
• Must have flexibility, initiative and be reliable
• Effective time management and organizational skills
• High level of integrity, tact and confidentiality