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Executive Assistant to the CEO

RefuSHE
Nairobi, Kenya

Salary rangeConfidential | Contract type: Permanent

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Job Summary

Qualifications
  • Degree in Public Relations or Communications or other related studies from a recognized institution and at least 3-5 years’ work experience in implementing similar projects
  • Good command of English both oral and written
  • High level of confidentiality with information
  • Good interpersonal and communication skills
  • Good working experience in MS Office suite
  • Strong report writing and presentation skills
  • Ability to multitask on demanding roles
  • Good planning and coordination skills, with the ability to organize a substantial workload comprised of complex and diverse tasks
  • Strong self-starter, able to take initiative and adapt to changing circumstances and priorities
  • Ability to remain flexible in a dynamic environment and work well in a team
  • Commitment to RK’s safeguarding and other policies on child protection

Responsibilities

KEY RESPONSIBILITIES:
Executive Administration
  • Screening telephone calls for the CEO, taking messages, and handling them appropriately
  • Providing a bridge for smooth communication between the CEO’s office, internal departments, and other stakeholders
  • Drafting correspondences for the CEO and senior management in accordance with instructions
  • Providing executive support to the CEO, board, and senior management team members
  • Meeting and greeting visitors at all level of seniority
  • Cultivating a good working relationship between the CEO’s office and staff members
  • Performing clerical duties for the CEO and senior management team such as photocopying, binding, scanning, filing, and mailing
Management of Appointments and Meetings
  • Working closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities
  • Maintaining the CEO’s calendar and itinerary to facilitate his work plan and to avoid overlapping of tasks/events
  • Coordinating meetings for the CEO and meetings with senior management team to avoid conflict of dates and events
  • Maintaining the board meeting schedule for the year
  • Preparing meeting notices, agendas, minutes, and matters arising thereof as needed
  • Facilitating arrangements for meetings including managing room bookings and venues, catering, room preparation, compiling and disseminating agenda and papers
  • Briefing the CEO for meetings, presentation materials, including coordinating all materials, directions and equipment as needed
  • Drafting weekly and monthly reports for CEO’s office
Board Liason Support
  • Serving as a liaison between the CEO to board members and the general public
  • Serving as the CEO’s administrative liaison to board members
  • Communicating directly on behalf of the CEO to the board members when required
  • Responsible for obtaining information, photos, and bios for all new board members
  • Maintaining an updated list of all board members and executive members
  • Any other lawful duties as assigned by the supervisor

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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Administration Officer
RefuSHE / Nairobi

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