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NGO Executive Assistant Job in Kenya

A Christian non-Governmental organization working among and improving livelihoods of small holder farmers has opportunities in the following position:

Executive Assistant

Job Summary: Ensure smooth operation of Director’s office. He/she should have experience working in a highly confidential office, high level integrity. He/she should be born again and have high moral principles.

Duties & Responsibilities

  • Managing an extremely active and dynamic calendar of meetings and official appointments.
  • Arranging complex and detailed travel plans, itineraries, and agendas.
  • Compiling documents for travel-related meetings; coordinating activities, such as conferences, Field visits, internally and externally organized workshops; and other tasks that facilitate the director’s

Ability to effectively lead the organization.
  • Adaptable to the changing requirements and the influx of various requests from leadership Team members and external organizations
  • Keen attention to detail, ability to exercise initiative, and work independently .
  • Work closely and effectively with the director to keep her well informed of upcoming commitments and responsibilities, following up appropriately and keeping the director  updated.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Prepare an agenda in advance; assist with and provide research/background information, content development, and creation of presentations.

coordinate meetings and take meeting notes.
  • Manage the daily schedule of the director, ensuring that she knows her schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.

compose correspondence/reports for  the director and/or executive teams 
  • Manage external contacts for director, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
  • Anticipate the director needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
  • Plan and coordinate all aspects of  leadership meetings, including tracking, monitoring and
  • Perform liaison services on behalf to donors, Government Officials, other relevant partners
  • Review correspondence (mail and email) addressed to the director and take the appropriate follow-up actions as required.

Must abide by the policies and procedures of the organisation.
  • Adhere to the organisation’s compliance system and understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Handle confidential information in a professional and discreet manner.

  • Degree in Business Administration / Secretarial or related field
  • Minimum of 5 years’ experience as a Executive Assistant  preferably for a senior level Manager
  • Must be more than 30 years.
  • Exceptional Skills in IT
  • Highly developed organizational skills
  • Excellent communication skills, both verbal and written
  • Well-presented and good etiquette
  • Meticulous and thorough nature
  • An ability to work to tight deadlines
  • Loyalty and a high level of confidentiality
  • Proven experience in office management

 If you feel you are up to challenge, submit your application,

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