Executive Assistant at ITM Kenya Ltd

The Executive Assistant will provide strategic, administrative, and operational support to the RMD by coordinating activities across division departments. The EA will be responsible for ensuring the smooth execution of cross-functional priorities across 8 Anglophone countries, serve as the RMD’s point of coordination, and contribute to the oversight and implementation of divisional projects.

Responsibilities

• Strategic & Executive Support
• Manage the RMD’s calendar, travel, communication, and reporting needs.
• Follow-up on action points with Country Managers and Division Heads.
• Assist in drafting strategy documents, presentations, and regional updates.
• Track and document performance of Country Managers based on their KPIs.
• Support preparation and follow-up for executive and stakeholder meetings.
• HR Compliance
• Assist in consolidating headcount, permits, payroll summaries, and contract records as compiled by the Division HR Manager.
• Coordinate documentation flow (e.g., scanned files, reporting formats) between HR teams and the RMD’s office, without overriding HR line management.
• Ensure KAZIPRO, TalentPro, and Workflow data logs are available to the RMD by requesting periodic access snapshots
• Support compliance monitoring by preparing summaries or audit-ready briefs using data provided by HR, at the request of the RMD.
• Operations and Commercial
• Compile and format updates to client pipelines, commercial leads, and competitor scans as received from entity and division Operations team
• Track progress of tender opportunities and submissions and support in document preparation as assigned by the RMD or Ops Manager.
• Assist in logging and tracking client inquiries and responses, escalating any delays to the Division Operations Manager or RMD for intervention.
• Support the coordination of operational reports and MIS documentation, ensuring they are submitted to the RMD in agreed formats and timelines.
• Assist in preparing communication assets for branding and commercial presentations under the direction of the Division Operations Manager or RMD.
• Project Management & Innovation
• Track division-level initiatives and ensure timely execution of new projects.
• Prepare and monitor division-wide trackers (e.g., audit readiness, staff movement).
• Develop process improvement suggestions and share best practices from entities.
• Prepare monthly reports summarizing division-wide operational performance

Requirements

• Bachelor’s degree in business administration, HR, or related field.
• 3–5 years’ experience in executive support, project coordination, or regional operations.
• Strong organizational and multitasking ability with high attention to detail.
• Excellent written and verbal communication skills.
• High proficiency in MS Office, reporting tools, and HRIS platforms.
• Discretion, reliability, and strategic problem-solving mindset.