HR & Operations Executive Assistant at CDL Human Resource

The Executive Assistant (EA) will provide direct administrative and operational support to the Kenyan Field Director. This role is critical to ensuring smooth daily operations, timely communication with candidates, virtual assistants (VAs), and internal team members,and effective coordination of meetings and training sessions. The EA will serve as the primary point of contact between the Field Director and all Kenya-based stakeholders.

Key Responsibilities

• Communication & Email Management
• Read, manage, and respond to all emails as required.
• When required, draft and send professional correspondence on behalf of the Field Director.
• Forward relevant communications to the Field Director as necessary, while prioritizing urgent items.
• Ensure all communication from staff, virtual assistants, and prospective candidates is addressed in a timely and accurate manner.
• Calendar & Meeting Management
• Maintain and manage the Field Director’s calendar, ensuring smooth scheduling of Zoom meetings, interviews, and check-ins.
• Coordinate with U.S. time zones to align schedules for interviews and client-related activities.
• Prepare agendas and ensure all necessary documents are ready ahead of scheduled meetings.
• Manage travel and executive communications.
• Prepare reports, presentations, and meeting materials.
• Handle confidential information and, as needed, act as a liaison between departments.
• As needed, coordinate meetings and manage expense reports.
• Candidate Recruitment & Interview Coordination
• Support full-cycle recruitment (sourcing, screening,résumé reviews,shortlist candidates, interviewing, reference checks,and support placement ) , manage candidate pipelines,and collaborate with hiring managers and recruitment firms to contribute to Hire Impact
• Outsourcing’s objectives.
• Assist with candidate outreach and communication throughout the recruitment cycle.
• When requested and with the candidate’s consent, request and collect a 2–3-minute introduction video (overview of experience and motivation for the role) for vetting, and share it with the U.S. team for approval.”
• Support in managing candidate documentation and ensure contracts are sent, signed, and filed appropriately, while confirming with the Field Director.
• Coordinate interview scheduling, prepare Zoom links, and ensure recruiting firms receive the correct job descriptions.
• Onboarding & Training Support
• Assist with onboarding new VAs, including follow-up on setting up accounts (e.g., Teramind).
• Support the Field Director in training VAs, coordinate training materials, and track completion.
• Monitor new-hire integration and flag any issues to the Field Director for resolution.
• Support training logistics (scheduling, attendance tracking, feedback collection).
• Maintain learning management systems (LMS).
• Assess skill gaps and help evaluate training effectiveness.
• Work with department heads to align training with company goals.
• Operational & Administrative Support
• Occasionally deliver tailored presentations to prospective U.S. clients and handle
• 15-minute Intro Calls that convert to 45-minute Discoveries. Eligible for bonuses tied to (a) Intro→Discovery conversions and (b) qualified presentations that convert to clients wanting to join.
• Maintain accurate records of recruiting, interviewing, onboarding, and training activities.
• Prepare reports as requested by the Field Director.
• Provide support with office or operational tasks as required by the Field Director.
• Carry out any other duties related to VAs and Hire Impact’s Kenyan operations as reasonably assigned.
• Assist in coordinating and organizing events and activities to bring together virtual assistants as needed

Requirements

Qualifications

• Bachelor’s degree or Diploma in one of the following: Business Administration; Human Resource Management; Psychology or Industrial–Organizational Psychology;
• Communication or Public Relations; Secretarial Studies/Office Administration; Education or Adult Education; Education Technology or Instructional Design (specialized) (preferred); Sales or Marketing (a plus).
• 2+ years of experience as an Executive Assistant, Administrative Assistant, or HR/Recruitment Coordinator.
• Strong written and verbal communication skills in English.
• High proficiency with Microsoft Office Suite, Google Workspace, Zoom, DocuSign, Adobe Acrobat, Mailchimp, Salesforce, HubSpot, and related platforms.
• Experience with remote team collaboration tools (e.g., Slack, Trello, Monday.com, or similar).