As the Executive Assistant to the C-suite, you will be integral to the leadership of our dynamic, global non-profit. Your role includes streamlining C-suite operations through meticulous management of administrative tasks and the CEO's logistics. You will handle responsibilities such as contract signing, approvals, work organization, and travel arrangements to facilitate smooth executive journeys. Your tasks will also encompass desk research on pertinent topics, document analysis and synthesis, participation in webinars, and minute-taking. A strategic thinker, you will act as the primary liaison among internal stakeholders, enhancing communication with the C-suite.
Responsibilities - Will include but not limited to:
Efficiently manage and coordinate the C-Suite's diary, including scheduling appointments, meetings, and travel arrangements.
Attend and take charge of all logistics for board meetings. Responsibilities include preparing agendas, distributing necessary materials in advance, and ensuring optimal setups for virtual and in-person engagements. Additionally, document proceeding by writing up minutes and maintaining meticulous records to support effective governance.
Oversee the planning and execution of logistics of conferences and special events. This involves coordinating venues, liaising with stakeholders, and ensuring all logistical aspects are handled seamlessly to facilitate successful events,
Efficiently manage and reconcile the C-Suite's credit card statements, quotations, purchase requisitions, expense claims, payments, and timesheets.
Support governance processes by preparing necessary documents for board resolutions and the establishment of new entities.
Facilitate and execute Tiko's internal communications while coordinating local, international, and virtual meetings and conferences.
Serve as the go-to coordinator for all administrative activities in Nairobi and act as the primary liaison for local administrative needs
Coordinate local administrative activities and facilitate collaboration among the local admin team as necessary, ensuring effective response to any issues that arise
About you
You are a tech-savvy individual with excellent communication skills, capable of engaging effectively with diverse audiences both in writing and in speech. Your superb organizational and time management abilities enable you to meet deadlines consistently. A proactive and collaborative team player, you also thrive when working independently, seamlessly integrating into any dynamic
Requirements:
At least 10y in executive support roles, with at least 8 years in a C-suite level assistant role, preferably within a global or extensively networked non-profit or corporate environment.
Proven experience in managing international travel logistics and maintaining calendar across multiple time zones for senior executives, demonstrating high-level problem solving and organisational skills.
In-depth knowledge of administrative processes inducing advanced expense reporting system and executive-level document preparation.
Master in Microsoft Office Suite
Fluent in English with exceptional writing, editing, and proofreading skills.
You are based in Nairobi, Kenya