Never pay for any CBT, test or assessment as part of any recruitment process. When in doubt, contact us
Luminate is a global philanthropic organization focused on empowering people and institutions to work together to build just and fair societies. We support innovative and courageous organizations and entrepreneurs around the world, and we advocate for the policies and actions that will drive change across four impact areas:
ROLE
The Global Support Assistant will provide administrative support to the Nairobi team and play an active role as a member of the Global Support team, supporting organisational operations, project management, and administrative procedures in the Nairobi office.
This role requires a dynamic administrative professional who is self-driven, has strong organisational skills and excellent attention to detail, and the ability to prioritise multiple tasks successfully. The ideal candidate will be able to create relationships with key stakeholders, react quickly to the changing demands of the job and use good judgement to make decisions.
As an integral member of the Nairobi office, the priority for the Global Support Assistant will be to provide administrative support to the staff based in Nairobi. They will be an active member of the Global Support team – with whom they will work closely on a day-to-day basis. Additionally, this position reports to the Global Support Coordinator, Nairobi and is based in Nairobi, Kenya.
Successful candidates must have the right to work in Kenya.
KEY RESPONSIBILITIES
Administrative Support:
- Assist with successful diary management of the VP, Africa, through the prioritisation and scheduling of internal and external meetings.
- Assist the VP in filing and submitting monthly expenses through online reporting tool.
- Assist in the coordination of domestic and international travel arrangements, including meeting agendas, accommodation, and ground transport during the trip, as well as securing visas and additional travel documents as required.
- Assist with planning locally hosted Luminate events.
- Support the team in Nairobi in coordinating meetings, workshops, and other programme activities.
- Support the Africa team in documenting meetings and preparation of minutes and reports.
- Support in maintaining up-to-date leave schedules, celebrations, and other special events for staff based in the Nairobi office.
Nairobi Office Administration:
- Monitoring and replenishing office supplies; ensuring areas are organized and well maintained on a consistent basis.
- Assist with coordinating internal and external staff events and business meetings within the office, including conference room set-up and breakdown, reserving and setting up meeting rooms, preparing and distributing agendas and other materials, managing any catering requirements, etc.
- Assist in managing relationship with vendors and be the secondary point of communication for maintenance and repairs.
- Support in the front office management and reception activities, including manning the front office desk, answering, and directing telephone calls, receiving and directing guests.
Global Support Team Activities:
- Work in partnership with members of the Global Support Team across the organisation to support process improvements, provide a consistent office experience and enhance Luminate’s shared cultural values.
EXPERIENCE & SKILLS
Note: We view this section as a guide, not a checklist. We encourage you to apply even if you don’t satisfy every single bullet on this list.
- Experience working in professional administrative roles; experience of working for a senior executive is highly preferred.
- Deep passion and motivation to support teams through being tech savvy and are comfortable using different and best-in-class diary management software.
- An excellent project manager with the ability to manage one’s workflow while prioritising multiple projects successfully.
- Exemplifies great people skills and is quick to establish rapport and build relationships.
- Demonstrated confidence in managing an executive’s schedule, including making appointments, travel arrangements, and prioritising the most sensitive matters.
- A great communicator with strong written and verbal communication skills.
- Proven ability to work as an individual contributor with minimal supervision but also collaboratively as part of a team spread across different geographic regions.
- Comfortable and proficient with Microsoft Office suite (preferably in a Mac environment); Expensify and Salesforce experience is highly preferred.
Gmail
Yahoomail