1,845 Office Pa jobs in Kenya

Company Description

The Global Trade Center in Nairobi, Kenya is a premium city complex in East Africa, set in a prime location within the city. Known as "A Landmark by Day, A Lighthouse at Night", the complex includes a 603-ft office tower, the JW Marriott Luxury 5 Star Hotel, a luxurious apartment community, and a boutique mall. It is the largest and most diverse city complex in Kenya, catering to business, residential, social, and consumer needs. Situated in Westlands, Nairobi's emerging central business district, the Global Trade Center is a landmark that signifies the future of the city.

Role Description

This is a full-time on-site role for an Executive Administrative Assistant, located in Nairobi County, Kenya. The Executive Administrative Assistant will be responsible for providing high-level administrative support, managing phone calls with proper etiquette, coordinating executive schedules, organizing and maintaining clerical records, and facilitating effective communication within the organization.

Qualifications

• Administrative Assistance and Executive Administrative Assistance skills
• Strong Phone Etiquette and Communication skills
• Proficient Clerical Skills
• Excellent organizational and multitasking abilities
• Attention to detail and problem-solving skills
• Ability to work independently and manage confidential information
• Bachelor's degree in business administration or related field is a plus

• Manage complex calendars and schedule appointments for executives.
• Coordinate and organize virtual meetings, including preparing agendas and taking minutes.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Manage travel arrangements, including booking flights, accommodations, and transportation.
• Serve as a primary point of contact for internal and external communications.
• Maintain confidential files and records with utmost discretion.
• Conduct research and compile information as needed for executive projects.
• Handle expense reporting and budget tracking for executive support.
• Anticipate the needs of executives and proactively address them.
• Support other administrative tasks as assigned in a remote capacity.

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience as an Executive Assistant or in a similar administrative role.
• Proven experience supporting senior-level executives in a remote work environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• High level of discretion and confidentiality.
• Ability to work independently and as part of a remote team.
• Experience with virtual meeting platforms (Zoom, Microsoft Teams).

• Manage and coordinate complex executive calendars, scheduling meetings and appointments.
• Arrange and manage domestic and international travel logistics, including flights, accommodation, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, including emails and phone calls.
• Serve as a liaison between executives and internal/external stakeholders.
• Organize and prepare agendas for meetings, and take minutes when required.
• Maintain confidential files and records with utmost discretion.
• Assist with event planning and coordination for executive-level functions.
• Conduct research and compile information for various projects as needed.
• Manage office supplies and equipment as required.
• Provide general administrative support to ensure smooth daily operations.

• High school diploma or equivalent; further education or certifications in administration are a plus.
• Minimum of 3 years of experience in an administrative or executive assistant role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of discretion and professionalism in handling confidential information.
• Ability to multitask and prioritize tasks effectively.
• Proactive attitude and problem-solving capabilities.
• Experience in a hybrid work environment is beneficial.

• Manage and maintain executive calendars, including scheduling meetings, appointments, and conference calls across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare, proofread, and edit documents, presentations, and correspondence with a high degree of accuracy.
• Handle incoming communications, including emails and phone calls, filtering and prioritizing as needed.
• Organize and manage electronic and physical filing systems.
• Conduct research and gather information for reports and special projects.
• Assist with event planning and coordination for virtual meetings and team gatherings.
• Process expense reports and manage departmental budgets as directed.
• Maintain confidentiality of sensitive information.
• Provide support for other administrative tasks as required to ensure the smooth operation of the executive office.

• High school diploma or equivalent; an Associate's or Bachelor's degree is a plus.
• Minimum of 5 years of experience as an Executive Administrative Assistant or in a similar support role, preferably supporting C-level executives.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams) and project management tools.
• Exceptional organizational, time management, and prioritization skills.
• Excellent written and verbal communication abilities.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• High level of professionalism, discretion, and attention to detail.
• Experience in the technology sector is an advantage.

• Managing and coordinating complex calendars, scheduling meetings, appointments, and conference calls across multiple time zones.
• Acting as a gatekeeper and liaison between executives and internal/external parties, screening calls and managing correspondence.
• Arranging domestic and international travel, including flights, accommodation, and ground transportation, preparing detailed itineraries.
• Preparing, editing, and proofreading documents, presentations, and reports for senior executives.
• Conducting research on various topics as needed to support executive decision-making.
• Processing expense reports and managing administrative budgets.
• Organizing and preparing materials for board meetings, executive retreats, and other significant events.
• Maintaining confidential files and records with utmost accuracy and security.
• Handling incoming and outgoing communications, including email, mail, and faxes.
• Proactively identifying and resolving administrative issues before they escalate.
• Coordinating office logistics and supplies for remote team members as needed.

• Manage complex and dynamic calendars for multiple executives, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare for virtual meetings, ensuring all necessary participants have access and materials.
• Handle confidential correspondence, including drafting emails, reports, and presentations.
• Manage and organize digital files and records, ensuring easy retrieval and adherence to data management policies.
• Act as a primary point of contact for internal and external communications, screening calls and managing inquiries professionally.
• Conduct research on various topics as requested by executives, preparing summaries and reports.
• Process expense reports and manage invoices with meticulous attention to detail.
• Assist with special projects and initiatives as assigned by the executive team.
• Anticipate the needs of the executives and proactively address potential issues.
• Maintain a high level of discretion and confidentiality in all matters.
• Ensure seamless remote workflow and communication with the executive team.
• Liaise with other departments and external parties on behalf of the executives.

• Proven experience as an Executive Administrative Assistant, Virtual Assistant, or in a similar high-level support role.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Proficiency in using virtual collaboration tools (e.g., Zoom, Microsoft Teams, Slack) and standard office software (e.g., Microsoft Office Suite, Google Workspace).
• Excellent written and verbal communication skills, with a keen eye for detail.
• Discretion and a strong understanding of confidentiality protocols.
• Proactive problem-solving abilities and a resourceful approach to challenges.
• Ability to work independently and collaboratively in a remote setting.
• A Bachelor's degree or equivalent experience in a relevant field is preferred.
• A positive attitude and a commitment to providing exceptional support.