Executive Administrative Assistant at Nova Pioneer

Nova Pioneer is looking for an exceptional Executive Assistant to provide high-level administrative support to the organisation’s MD and Directors. The Executive Assistant position is an exciting opportunity for an innovative and well-organized individual to assist our Leadership team in the smooth running of Nova Pioneer in Kenya. The position supports the MD and other Kenya-based Directors. The position will initially be based at the Nova Pioneer Network Office in Westlands but will require travel between schools from time to time. The Executive Assistant will split his/her time between the MD and Kenya-based leadership. This is an opportunity to be a part of an innovative network of schools that is developing generations of innovators and leaders who shape the African Century.

Key responsibilities

• Maintain the MD’s Google calendar, scheduling meetings, calls, virtual/teleconferences, and attend to meeting logistics so that meetings are started on time with full participation
• Communicate with internal and external stakeholders telephonically, in person and in writing through the drafting of letters, memorandums, reports, and emails
• Coordinate travel and accommodation for the MD and Directors
• Handling petty cash
• Facilitate logistical arrangements for weekly, monthly and quarterly meetings
• Provide administrative services and take minutes for various meetings when required
• Follow up and liaise with the MD’s direct reports on strategic and operational matters
• Receive guests and/or visitors for the MD and Directors as well as any other visitors in the network office
• Assist in managing Board Member communications and meetings
• Draw up relevant documents in preparation for meetings and engagements
• Run some personal errands and admin for the MD
• In addition to these typical duties, may perform other duties as assigned and require

Job Qualifications

• A bachelor’s degree or a Certificate in Office Administration/Management would be advantageous
• You have 5+ years as an Executive Assistant, preferably to a MD of an established startup or large company
• You are experienced and proficiency with the Google software suite (Google Calendar, Docs, Sheets, G Mail, etc.) as well as Microsoft Office (Word, Excel, Powerpoint)
• You have excellent organizational, planning and time management skills – you are able to handle many moving parts while maintaining high standards of excellence
• You demonstrate capacity to analyze complex situations and solve problems
• You are a great communicator. You are able to provide a clear and effective written and verbal communication to the leadership team
• You have an exceptional ability to think strategically and yet you sweat the small stuff—people see you as unusually detail-oriented and conscientious
• You have the ability to exercise discretion in handling sensitive matters
• You have a flexible and adaptable approach to work
• You are proactive and have an enthusiastic approach to work
• You are excited about our organizational culture—and in particular, you are fired up to challenge yourself by embracing mutual vulnerability and a firehose of feedback