Executive Assistant Job at CARE – NGO Jobs

NGO Jobs, CARE Jobs, Jobs in Kenya,

• Work Location: Kenya – Nairobi
• Type of Post: Accompanied – Family Other
• Funding: APPROVED
• Expected Travel: up to 10%
• Language Requirement: English Application
• Employee Duration: Full-Time

JOB SUMMARY:

The Executive Assistant (EA) plays a pivotal role in supporting two executive leaders of CARE: The Chief Impact Officer (CIO) and the Vice President for International Programs and Operations (VP IPO), and enabling them to focus on strategic priorities and achieve their goals effectively. 

The Executive Assistant (EA) efficiently manages the CIO and VP IPO schedules and administrative tasks, prepares materials, and facilitates communication among stakeholders. Serving as a trusted resource, the Executive Assistant handles calendar management, scheduling meetings and appointments, and prioritizing correspondence, ensuring their times are optimized. S/he also assists in information management, organizing files, documents, and databases essential to the executive’s work.  

Additionally, the Executive Assistant (EA) provides project management support for specialized projects, and is expected to produce reports for management meetings, utilizing text, data, and graphics. Analyses situations and use  strong initiative to prevent and resolve problems.  

RESPONSIBILITIES:

Administrative Support

Calendar management:  

• Efficiently manage the Chief Impact Officer and Vice-President’s calendars, including scheduling meetings, appointments, and events.
• Coordinate with internal and external stakeholders to ensure the executive’s time is optimized. 

Travel Arrangements:  

• Arrange travel logistics for the CIO and the VP IPO, including booking flights, accommodations, transportation, and preparing travel itineraries.
• Anticipates travel needs and proactively addresses any changes or issues that may arise.
• Process travel advance requests and expense reports, invoices, and financial documentation in accordance with organizational policies. 

Budget Management:

• Assist in monitoring and tracking their personal budgets and budgets of initiatives they manage.  

Project and Event Coordination 

Project coordination and support:  

• Support the Chief Impact Officer and the Vice-President in managing various projects and initiatives.
• Coordinate project timelines, tasks, and deliverables, and facilitate communication among team members.
• Prepare agendas, materials, and presentations for meetings attended by the Chief Impact Officer and the Vice President.
• Organize meetings led by the Chief Impact Officer and meetings organized by IPO Senior Management Team (SMT). 
• Take meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion. 

Meeting and event planning:  

• Prepare agendas, materials, and presentations for meetings attended by the Chief Impact Officer and the Vice President.
• Take meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.

Stakeholder Engagement and Coordination

• Facilitate communication and collaboration with internal departments (CARE USA, CARE Member Partners), external partners, and other stakeholders involved in the Chief Impact Officer and Vice President activities.
• Build and maintain positive relationships on behalf of the Chief Impact Officer and the Vice-President. 

Communication

Communication management:  

• Serve as a primary point of contact for the Chief Impact Officer and the Vice President (screening and prioritizing emails), phone calls, and other correspondence.
• Draft and prepare emails, letters, reports, and presentations on behalf of the executive. 

Information and file management:  

• Organize and maintain relevant electronic and physical files, documents, and databases related to the Chief Impact Officer’s and the VP’s work.
• Ensure timely access to information and assist in research as needed. 

Confidentiality and Discretion:  

• Handle sensitive information with the utmost confidentiality and discretion.
• Exercise sound judgment in decision-making and maintain trust and professionalism in all interactions.

QUALIFICATIONS:

• A bachelor’s degree in a related field such as business administration, communications, public administration.
• 5+ years experience as Executive Assistant to Executive or Senior Management of a large organization, in a corporate or nonprofit setting.
• Track record of managing complex calendars, handling confidential information, and coordinating projects.
• Strong organizational skills and the ability to prioritize effectively and meet deadlines in a fast-paced environment.
• Excellent communication skills, both written and verbal in English. 
• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools is essential. 
• Professionalism, discretion, integrity and the ability to maintain confidentiality.
• Ability to adapt to changing priorities, take initiative, and work independently
• Ability to prioritize and plan work activities and use time efficiently. 
• Ability and experience to network and develop critical partnerships to strengthen and further senior leadership agenda. 
• Demonstrated commitment to diversity, inclusion and contributing to a team culture of belonging. 

Click here to apply

“It is never too late to be what you might have been.”—George Eliot