Administration, Secretarial, New Job Openings,
Executive Assistant
Job Description
CrossBoundary is recruiting an Executive Assistant to the Managing Partner
The Executive Assistant will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. The role holder is required to have solid working knowledge of office processes, related computer software and electronic communications tools. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.
Who We Are
The CrossBoundary team is a unique group of people who are genuinely excited by the opportunity to make a difference in some of the most challenging and exciting markets in the world. Team members come from diverse backgrounds but share several qualities: curiosity, humility, integrity, a drive for excellence, and a bias for action.
Who You Are
- A detail-oriented self-starter
- Someone who exhibits sound judgment with the ability to prioritize and make decisions
- Energetic and eager to tackle new projects and ideas
- Comfortable interacting with high-level executives
- A team player capable of cultivating productive working relationships across the firm
- Resourceful, can-do attitude
- Thrives in a fast-paced environment
Primary Responsibilities
- Work with the co-founder and Managing Partner in Nairobi to assist him in his daily tasks.
- Manage the Managing Partner’s calendar and arrange his meetings, appointments, speaking engagements, and travel plans. Use discretion in allocating his time and assessing his needs.
- Act as a link between the Managing Partner and various internal and external parties. This includes screening phone calls and visitors, answering questions politely and professionally, taking messages, and directing requests to the right person or department for resolution.
- Collaborate with the administration team as needed; play a key role in coordinating the Managing Partner’s activities within and outside the organization.
- Be the main contact person between the Managing Partner and different platforms within CrossBoundary, including helping to organize the work of the groups and providing administrative support for platform meetings.
- Prioritize matters that require the Managing Partner’s attention; delegate matters to staff or handle them personally, as appropriate.
- Keep the Managing Partner informed of urgent and important issues, ensuring proper follow-up.
- Regularly perform a variety of support duties.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Write and prepare letters for routine correspondence for the Managing Partner’s signature.
- Convert various source materials into documents, such as reports, charts, and tables; share them as appropriate.
- Prepare and reconcile expense reports and submit them for approval.
- Manage paper and electronic filing systems for efficient storage and retrieval.
- Protect confidential and sensitive information from unauthorized access or disclosure.
- Complete different special projects involving PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Carry out other duties as assigned from time to time, including supporting other departments or Executives as needed
Office Manager
Job Description
CrossBoundary is recruiting an Office Manager
The Office Manager will provide administrative and operational support to the Nairobi office. The ideal candidate will have a proven track-record of excellence in office management, with strong planning skills and business management principles. We are looking for a candidate with previous experience working in a fast-paced office environment, performing office and events management, and providing support to a highly diverse team.
Who We Are
The CrossBoundary team is a unique group of people who are genuinely excited by the opportunity to make a difference in some of the most challenging and exciting markets in the world. Team members come from diverse backgrounds but share several qualities: curiosity, humility, integrity, a drive for excellence, and a bias for action.
Who You Are
- Excellent in written and verbal communication
- Excellent in customer service
- Proactive problem solver and possess a meticulous attention to detail
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
- Proven ability to work in a fast-paced environment and stay calm under pressure
- Solid working knowledge of office processes, computer software, and electronic communications tools
Primary Responsibilities
- Perform a range of staff and/or operational support activities; may serve as a liaison with other departments on administrative and/or operational matters.
- Overseeing the work of all office management employees to ensure they work productively and meet deadlines and company standards.
- Responsible for recruiting the office administrative staff; supporting onboarding and providing relevant training to the new employees.
- Creating and maintaining the office budget and ensuring all team members follow it.
- Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Overseeing the management of office supplies, the ordering of new stationery, furniture, appliances, and electronics as required.
- Liaise with facility management vendors, including cleaning, catering, and security services.
- Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced correctly and paid on time.
- Reporting office progress to senior management and working with them to improve office operations and procedures.
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
- Participate actively in the planning and execution of company events.
- Maintain a safe, secure, and pleasant work environment
Administrative Assistant
Who We Are
The CrossBoundary team is a unique group of people who are genuinely excited by the opportunity to make a difference in some of the most challenging and exciting markets in the world. Team members come from diverse backgrounds but share several qualities: curiosity, humility, integrity, a drive for excellence, and a bias for action.
Who You Are
- Proven administrative experience
- Superb written and verbal communication skills
- Strong time-management skills and multitasking ability
- Excellent customer service skills required
- Aptitude for learning new software and systems
Primary Responsibilities
- Greeting visitors and pointing them in the right direction, answering inquiries, and create a welcoming environment.
- Processing and directing mail and incoming packages or deliveries.
- Performing a range of staff and/or operational support activities; may serve as a liaison with other departments on basic administrative and/or operational matters.
- Arranging meetings and conferences, schedules interviews and appointments, and performing other duties related to maintaining one or more individual schedules, making travel and lodging arrangements, either directly or through travel agencies.
- Carrying out administrative duties such as filing, typing, copying, binding, scanning etc.
- Ordering, stocking, and distributing office supplies.
- Organizing all shipments and distribution routes to ensure timely deliveries i.e., swag items, team care packages etc.
- Assisting in organizing and supervising other office activities e.g., event planning, team lunches, etc.
- Ensuring that basic facilities, such as water and heating, are well-maintained.
- Ensuring operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Addressing employees’ queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)
- Anticipating the needs of others to ensure their seamless and positive experience.
- Performing miscellaneous job-related duties as assigned