Executive Assistant

Job Title: Executive Assistant
Location: Nairobi
Department: Administration
Reports To: Chief Executive Officer (CEO)

Job Summary:
The Executive Assistant will provide high-level administrative support to the executive team of an IT firm, ensuring smooth day-to-day operations. This role requires excellent organizational skills, tech-savviness, and the ability to handle confidential information. The Executive Assistant will be a key point of contact between executives, internal teams, and external partners.

Key Responsibilities:

Support the CEO on a day-to-day basis, this includes but is not limited to:
• Screen calls, emails, and other communications, prioritizing urgent requests and responding on behalf of the executive team where necessary.
• Arranging local and international travel
• Arranging local and international accommodation
• Organizing meetings
• Calendar Management
• Filing and retrieving corporate records, documents, and reports
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives
• Prepare and edit correspondence, presentations, and reports using IT tools like Microsoft Office Suite, Google Workspace, and collaboration platforms (Slack, Teams).
• Fulfil the role of board liaison and assist with board communication, and coordinate board meetings and documents
• Undertaking personal duties for the CEO as and when assigned.

Operational
• Facilitate information sharing and communication from the Office of the CEO throughout the organization
• Facilitate information sharing and communication from the Office of the CEO to external stakeholders and partners
• Help develop the CEOs presentations when required
• Manage expenses of the Office of the CEO against the standard operating procedures
• Ensure the office of the CEO is efficient, cost-effective and responsive to the needs of the organization
• Maintain professional and respectful relationships with stakeholders

Event & Meeting Coordination:
• Plan and coordinate executive meetings, team off-sites, board meetings, and other events.
• Prepare meeting agendas, take detailed minutes, and follow up on action items with relevant stakeholders.
• Organize technical webinars, workshops, or conferences related to the IT industry.

IT & Tech Support:
• Liaise with IT teams to troubleshoot and resolve technical issues for the executive team.
• Manage and coordinate the use of collaboration software and other IT tools to streamline executive workflows.

Confidentiality & Discretion:
• Handle highly sensitive company and personnel information with confidentiality.
• Ensure compliance with company policies and data protection regulations, especially around proprietary IT systems.

Qualifications:
• Bachelor's degree in Business Administration, IT, or related field preferred.
• 3+ years of experience as an Executive Assistant, ideally within the IT sector.
• Strong understanding of IT tools such as Microsoft Office, Google Workspace, Zoom, and project management software. Familiarity with technical terminology and systems is a plus.

Skills:
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to work independently, multitask, and prioritize under tight deadlines.
• High attention to detail, with a proactive approach to problem-solving.
• Ability to manage multiple executives and complex schedules efficiently.

Preferred Skills:
• Experience supporting senior leaders in the tech industry.
• Familiarity with software development lifecycles, cloud computing, or cybersecurity.
• Knowledge of IT compliance, data privacy regulations, and project management tools.
• Ability to work in a fast-paced, innovative IT firm with opportunities for professional development.
• Dynamic collaboration between technical and business teams.