Front Office & Executive Assistant at Human Rights Agenda

Key Responsibilities

• Serve as the first point of contact for visitors, partners, donors, consultants, and other stakeholders, ensuring a professional and welcoming office environment.
• Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Screen and manage incoming calls, emails, correspondence, and visitors, ensuring timely responses and appropriate follow-up.
• Draft, edit, and manage correspondence, reports, presentations, speeches, briefing notes, and other executive documents for the Chief Executive Officer.
• Coordinate domestic and international travel, accommodation, itineraries, and other logistics for the CEO.
• Receive, record, dispatch, and track incoming and outgoing mail, courier services, and official correspondence.
• Support communication and coordination between the CEO, Board members, staff, donors, government agencies, and external stakeholders. ● Monitor and follow up on assignments and deadlines issued by the CEO to ensure timely implementation.
• Manage office supplies, stationery, and front office inventory while ensuring an efficient and organized reception area.
• Support procurement and general administrative processes in accordance with organizational policies.
• Assist in maintaining an effective filing and records management system.
• Uphold confidentiality and exercise discretion in handling sensitive organizational information.
• Perform any other executive support and administrative duties assigned by the CEO

Qualifications

• Bachelor's Degree in Business Administration, Office Administration, Public Administration, Secretarial Studies, Communications,Social Sciences or a related field.
• At least two (2) years' relevant experience providing executive or administrative support, preferably in the NGO or development sector. ● Excellent written and verbal communication skills in English and Kiswahili.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Excellent organizational, planning, and time management skills.
• Strong interpersonal skills and the ability to engage professionally with diverse stakeholders.
• High level of integrity, professionalism, and confidentiality.
• Ability to multitask, prioritize work, and meet deadlines with minimal supervision