Executive Assistant at Corporate Staffing

Key Responsibilities

• Help the company President to increase their effectiveness within the company by providing the President with administrative support and creative, problem-solving perspectives.
• Support the President primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support upper management companywide, and coordinate internal and external resources to expedite workflows.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Manage the daily activities of the President, including their schedule, email, Whatsapp, phone calls, and other communications. 
• Schedule meetings for the President, assist and support in preparing for meetings, prepare documents and reports for meetings, take meeting notes, create and manage action item lists from meetings, add action items to project timeline calendars, keep track of deadlines, and evaluate these priorities daily with the President.
• Review, prioritize and respond to emails; answer and return phone calls; organize documents; maintain records; place and receive orders; run errands; and any other administrative tasks that help the President for both business and personal reasons.
• Be easily assessable for after-hour travel, scheduling, and other needs.
• May serve on special projects and committees, or act as manager or department representative.
• Works closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Maintains company birthday, and celebration schedules. Notify the President of important dates such as employee birthdays and anniversaries. 
• Maintain professionalism and strict confidentiality with all materials, manage sensitive matters with a high level of confidentiality and discretion.
• Plan, coordinate, organize, and help at various company meetings, events, and celebrations.
• Prepare reports, memos, invoices letters, and other documents.
• Research and conduct data analysis to prepare documents for review and presentation by boards of directors, committees, and executives.
• Act as the point of contact among executives, employees, clients, and other external partners.
• Manage information flow in a timely and accurate manner.

Required Skills & Qualifications

• Bachelor’s Degree in Business Administration, Higher Diploma in Business Administration, or a degree in a similar administrative field is required.
• Minimum of 3 years of proven experience in an administrative role reporting directly to upper management, preferably with previous experience as an assistant to a company executive.
• Proficiency in Word Processing and Spreadsheet programs (Word & Excel or Google Docs & Sheets is a must). 
• Capability to write in American dialect English with the highest standards of professionalism, writing style, punctuation, formatting, and with a personal and relatable fashion is required.
• Previous experience in customer service, particularly email and phone correspondence. 
• Demonstrated ability to analyze and resolve problems in the daily operations of an office.
• Ability to prioritize work schedules and meet strict commitments and deadlines.
• Excellent knowledge of and experience with computers and modern systems of communication.
• Fully developed communication skills to work positively and proficiently within a team environment.
• Demonstrated sensitivity, awareness, and the ability to effectively work with team members and clients.
• Must be a fast learner, highly self-motivated, capable of producing high-impact work without supervision, adaptable, and self-confident.
• A creative mind that can solve problems and come up with ideas to improve workflow and efficiency.
• Mental and emotional fortitude to thrive in a fast pace, high-production, performance-driven environment. 
• Outstanding organizational and time management skills
• Discretion and confidentiality
• Familiarity with office gadgets and applications (e.g., e-calendars and copy machines)
• Required to work on a USA business hours work schedule, working afternoons to late evenings in Kenya time.