Executive Assistant Job in Nairobi, Kenya

Duma Works is recruiting an Executive Assistant for one of our clients, a grower and exporter of over 100 varieties of spray and single head roses with farms located in Northern Kenya on the slopes of the Great Rift Valley.
Position Overview: The Executive Assistant will be tasked to provide administrative and executive assistance to the CEO / Founder of the organization while maintaining high levels of confidentiality and integrity.
  • A Degree in a Business related field – Business Management / Business Administration / Commerce / Communication etc

  • At least 5 years’ experience working in a similar position.
Desired Competencies
  • 3+ years in high-performing professional environments, ideally within high growth businesses
  • Outstanding attention to detail and exceptional organizational skills
  • Previous demonstration of persistence and utilizing networks to get tasks done
  • Ability to adapt to a fast-moving, challenging environment and to learn rapidly
  • A team player with outstanding integrity.
  • Strong leadership and management skills,
  • Sound problem solving abilities, creativity and innovation
  • High levels of integrity
  • Confidentiality
  • Good communication skills, both verbal and written
  • High level thought process
Key Performance Areas:

Executive Coordination
  • Co-ordination of all travel and accommodation arrangements, both domestic and international, for CEO/Founder
  • To take minutes of any minutes attended by the CEO/FOUNDER,
  • Responsible for the circulation of CEO/Founder meeting minutes and follow up on action points by the next CEO/Founder meeting;
  • Coordinates leave planning and scheduling for any positions reporting to the CEO/Founder
  • Liaise with the teams reporting to the position to obtain individual progress reports for various projects and / or tasks as agreed upon during meetings with the CEO/Founder;
  • Coordinates preparation of the agenda, organizes for the meeting venue, communicates meeting dates, venue and time details to all involved;
  • Maintaining the CEO/Founder meeting schedule and / or diary and providing him with daily briefings on the daily schedule;
  • Provide information by answering questions and requests directed to the CEO/ Founders office.
Office Management and Administration
  • Developing, implementing, and maintaining efficient administrative systems, such as record management
  • Provide leadership in the development and implementation of administration plans and budgets, outlining activities to be undertaken and resource requirements.
  • Oversee the preparation of all correspondence affecting the department/section and ensure that the same is done in an efficient and effective manner.
  • Oversee proper maintenance, storage and security of assets and records to ensure integrity of data and information related to administration as well as administrative support services.
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies and verifying receipt of supplies.
  • Ensure office equipment are in proper working condition by conducting preventive maintenance requirements, coordinating for repairs, maintaining equipment inventories and evaluating new equipment in liaison with the respective owners/departments.
  • Provide leadership to the administrative staff (if any) both employed and outsourced by Subati Flowers
  • Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
  • Proactively manage the office cleaning services and other logistical requirements
Location: Nairobi
How to Apply

Applications letters and detailed CV are to be sent by email to apply@dumaworks.com marking the subject as “ 1896”, Your Full name & Phone number e.g. 1896, Barack Obama, 07xxxxxxxxx. 

If you don’t follow these instructions, your application will not go through

Deadline for receiving applications: 26th March 2016

N.B.* When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over SMS. The SMS with the test may not arrive immediately. Please be patient. The SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.