EXECUTIVE ASSISTANT – VP & CIO OFFICE, Nairobi, Kenya

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Job Detail

  • Job ID 1006184
  • Career Level Officer
  • Experience 5 Years
  • Industry Management
  • Qualifications Degree Bachelor

Job Description

RESPONSIBILITIESAdministrative 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:

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  •  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.

Required skills

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