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The Strategic Assistant will provide high-level, confidential administrative support to the office of the MD and Kenya Lead.
Support the MD and Kenya Lead in planning, directing, managing and coordinating day-to-day business activities.
Follow up various projects involving all levels of internal management and staff.
Arranges travel bookings, hotel, transportation, visas and coordinates with any external parties as required for the same, including travel agents, hotels, transport services.
Facilitate visitor’s visa letters and requirements including weekly updating of International Visitors folder on the Portal.
Organizes local and international workshops, conferences and meetings and provides support to international visitors.
Coordinates meeting and conference schedules, venues, teleconference, presentation equipment, and other meeting requirements including food/refreshment.
Prepare expenses form and ensure all the information is correct. Arrange payments of any expenses incurred by the MD promptly and in due time.
Collect and distribute all incoming and outcoming correspondence. In absence of the MD and Kenya Lead he/she must ensure all urgent correspondence or inquiries are either dealt with or forwarded to MD
File all the documents concerning visitors’ personal data and the details of their visits in order to provide the necessary information when required.
Prepare agendas, briefings, and preparation materials for meetings, appointments, and events; work closely with other leadership team members to gather agenda items, briefing notes, and other materials, as needed. Distribute meeting materials in advance of meetings.
Prepare and print materials and presentations; coordinate with external event organizers with logistics and communicate needs on behalf of MD and Leadership Team.
Collects, Compiles and Organizes Presentation and Meeting Materials for the MD and Kenya Lead.
Monitor tasks delegated by the MD and Kenya Lead to ensure that completed work is achieved to agreed deadlines.
Building and managing key relationships with internal and external stakeholders
Manage multiple projects and tasks simultaneously.
Work closely with support and professional functional heads.
Place an order for stationery goods through corporate supplier, make sure goods are delivered in time.
Bachelor’s Degree in Business Management, Administration or related field
3-4 years of experience supporting Senior Executives preferred
Superior organizational skills and meticulous attention to detail.
International experience is an added advantage
Experience and comfort working with multiple platforms of communication technology. i.e.Tele-conferencing , Video-conferencing , Teams
Willingness to maintain flexibility in job function in an ever-changing environment.
Excellent written, verbal, presentation and interpersonal communication skills to interface with all levels of management as well as external stakeholders.
A “can-do” attitude and a willingness to go the extra mile to get the job done.
Excellent analytical and strategic skills.
Ability to work under pressure to tight deadlines and co-ordinate the input of others in these circumstances.
Highly adaptable with the ability to manage change.
Ability to work effectively with a range of partners and stakeholders.
The ability to work in a discreet manner, maintaining confidentiality.
Proficiency in Sharepoint or online collaboration tools,