JOB PURPOSE

Reporting to the National Director the Executive Assistant will be responsible for providing high level confidential support to the National Director, strategic secretarial and administrative services; by ensuring that effective planning and administrative systems are in place.

RELATIONSHIP WITH OTHER DEPARTMENTS : Internal and external stakeholders.

DUTIES

• Provide strategic coordination between the National Director and the internal & external stakeholders.
• Effectively manage complex scheduling of the National Director’s calendar.
• Coordinate National Director’s office events and clients’ meetings.
• Plan and manage key organizational events such as AGM, Strategy days, Staff briefings and others as required.
• Provide administrative services for the National Director’s office e.g. formatting documents, drafting letters, reports writing.
• To offer support for National Director’s meetings by ensuring meetings are properly arranged and serviced.
• Provide support using independent judgement to determine matters that require priority attention; prioritize, channel and facilitate communication between department heads.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• Assist in any other matter incidental to the National Director’s office as may be requested.

KEY PERFORMANCE MEASURES / INDICATORS

• Efficient coordination with the internal & external stakeholders.
• Leader support
• Effective communication both written and verbal formats.

REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree in a business-related course.
• Proficient in Microsoft Office Suite.
• Demonstrated professional competence in management of office administrative services.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

• Good communication (written and verbal), numeracy, presentation and analytical skills.
• IT proficiency, especially Microsoft Office.
• Team player while able to work independently.
• Excellent interpersonal skills including diplomacy.
• High level of professionalism, integrity and honesty
• Excellent administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them.
• The ability to work effectively with colleagues at all levels and a wide range of senior external contacts in a high-pressure environment.

EXPERIENCE

• Served in a comparable and relevant position for at least 3-5 years providing high-level administrative support in a senior role.
• Experience of managing and planning projects, conferences and events.

OTHER INFOMATION

• Willing to uphold Christian principles of HFH Kenya
• Confidentiality
• Honesty
• High levels of integrity