Executive Assistant
VIZX International
full-time
Posted on:
Location Type: Office
Location: Nairobi • 🇰🇪 Kenya
Visit company websiteJob Level
Mid-LevelSenior
About the role
- Manage professional and personal scheduling for the CEO, including calendars, appointments, meetings, mail, email, calls, travel arrangements, and other company logistics.
- Coordinate complex scheduling and extensive calendar management while prioritizing requests to optimize the CEO’s time.
- Manage and arrange the CEO’s travel and travel-related activities (flight bookings, hotel reservations, transportation, and meal planning).
- Anticipate the CEO’s needs and proactively provide support to ensure smooth day-to-day operations.
- Serve as a gatekeeper and gateway for access to the CEO, balancing priorities to create win-win situations for stakeholders.
- Draft, review, and prepare internal and external communications, including emails, reports, memos, and presentations.
- Prepare internal announcements, executive updates, and materials for board and management meetings.
- Act as liaison between the CEO and employees, clients, and external partners to ensure effective communication and timely follow-ups.
- Maintain strict confidentiality and exercise discretion when handling sensitive business information.
- Organize and maintain a well-structured electronic and physical filing system.
- Monitor and manage information flow within the organization to support decision-making.
- Handle expense reporting, procurement approvals, and other executive-level administrative requirements.
- Plan, schedule, and coordinate meetings with internal and external stakeholders, including the Management Team and Board of Directors.
- Prepare briefing materials, meeting agendas, and presentation decks to ensure the CEO is well-prepared.
- Record meeting minutes, track action points, and follow up on deliverables to ensure timely completion.
- Organize and support executive-led events, conferences, and strategic workshops.
- Manage special projects and initiatives assigned by the CEO, ensuring timely and high-quality execution.
- Track key deliverables, deadlines, and outcomes to support strategic priorities.
- Provide research and analytical support on key business topics or potential opportunities.
- Coordinate logistics and administrative details for CEO-driven strategic projects or external engagements.
Requirements
- Bachelor's degree in Business Administration, Communications, or a related field (Master’s degree is an added advantage).
- 5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives.
- Strong organizational skills with the ability to manage multiple priorities under tight deadlines.
- Excellent verbal and written communication skills.
- High level of discretion and professionalism in handling sensitive and confidential information.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and productivity tools (e.g., Teams, Zoom, Trello, or Asana).
- Demonstrated ability to anticipate needs, think critically, and offer proactive solutions.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
calendar managementtravel arrangementsexpense reportingmeeting coordinationproject managementresearch supportanalytical supportcommunication preparationconfidentiality managementfiling system organization
Soft skills
organizational skillsverbal communicationwritten communicationdiscretionprofessionalismproactive problem-solvingcritical thinkingstakeholder managementtime managementmultitasking
Certifications
Bachelor's degree in Business AdministrationBachelor's degree in CommunicationsMaster's degree (advantage)