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Executive Assistant / Program Coordinator Job in Kenya

The Institute of Capacity Development (ICAD) is the Consulting and Executive Training arm of KCA University.

Established in 1999, ICAD provides value added management, consultancy and business skills training to professionals in the industry, public service, and non-governmental organizations in Kenya and the Region.

Our focus is “driving change by advancing knowledge and enhancing client organizational performance”.

KCA-ICAD works in partnership with clients and organizations to improve technical skills, capacity, and business performance.

Executive Assistant /Program Coordinator

We are looking for an results oriented Executive Assistant (EA) to help raise ICAD’s profile by supporting the execution and management of new and existing initiatives to drive revenue, customer acquisition, and retention.

This is a principal supporting role and successful candidate will provide stellar executive support to the General Manager-ICAD and ensure the efficient and effective operation of ICAD

Main duties will include

  • Prepare reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software;
  • Follow up on performance reports from departmental heads, review the reports and prepare summary performance reports to the General Manager;
  • Attend meetings chaired by the General Manager to record minutes;
  • Receive, screen, track, and appropriately direct visitors to ICAD, or the General Manager’s office.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and respond as necessary;
  • Participate in other key areas such as recruitment and selection of key staff, training and quality program activities;
  • Assist the General Manager to implement institutional policies, procedures and service standards in conjunction with management;
  • In liaison with the General Manager, prepare and maintain daily schedule of General Manager’s meetings and appointments
  • Provide confidential executive support and serve as a communication link for General Manager and other parties;
  • Prepare and compile materials for conferences and meetings;
  • Prepare and manage the annual budget for the General Manager’s offices;
  • Coordinate and manage traveling schedules locally and internationally;
  • Assist in coordinating meetings, subcommittee meetings, retreats and special meetings;
  • Perform any other relevant duties as assigned by the supervisor or any other person acting in that capacity;
  • An Undergraduate Degree with relevant experience. Those with a Diploma plus significant experience in managing programs, a busy office, or a busy executive will be considered.
Skill, Knowledge and Competencies required
  • Basic Knowledge of the Consulting and Executive Training Industry in Kenya and East Africa.
  • Demonstrable track record of managing a busy customer portfolio, executive and training calendar.
  • Passion for quality and results and a positive, winning, and team attitude.
  • Initiative, passion for results, drive, superior organizational and people skills, backed by excellent perseverance and follow-up.
  • Superior team skills and commitment to the vision of ICAD and KCA.
  • Excellent organizations skills including planning, record keeping, budgeting, cost control, and supervisory skills and ability to cope with competing and conflicting demands, projects, priorities, and tasks.
  • Superior customer/client care and management skills and excellent problem solving ability.
  • Strong written, oral, email, telephone, and presentation communication skills
  • Superior knowledge and proficiency in the use of computers including spreadsheets, database(s) management, Enterprise Resource Planning(ERP), Customer Relationship Management (CRM), Data Base Marketing and Social Media etc;
  • A competitive package will be offered for the right candidate.
How to apply

Interested candidates that meets the above requirements should submit an application indicating current and desired salary, a detailed CV, and 3 work references including expected remuneration via email to so as to be received not later than 17th February, 2011. 

Only shortlisted candidates will be acknowledged.

The Director, Human Resources,
KCA University,
P.O Box 56808-00200,

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