EXECUTIVE ASSISTANT - VP & CIO OFFICE

Work Location : Kenya – Nairobi Type of Post : Accompanied – Family

Other Possible Location : Funding : APPROVED

Expected Travel : up to 10% Type of Contract :

Language Requirement : English Application Deadline :

Employee Duration : Full-Time

This role is open to Kenyan Nationals Only**

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.

There are individuals who may use CARE’s name and trademark in emails and on websites in an attempt to solicit fees from interested job-seekers. Some examples of these fees are placement fees or immigration processing fees. CARE does not use recruiting or placement agencies that charge candidates an up-front fee of any kind. Occasionally, CARE does employ recruiting or placement agencies to help us identify candidates for specific employment within CARE. If you’re contacted by a legitimate recruiting or placement agency, there should be no charge to you. If you suspect that you have been a victim of fraud from someone purporting to be CARE, please contact us at

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran . If you’d like more information about your

Starting salaries are based on internal equity, candidate experience, and the cost of labor where the job is based. Salaries listed only apply to jobs based in the US.

PSC Jobs Kenya

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