Executive Assistant

The Africa Digital Media Institute (ADMI), a leading career accelerator in creative media and technology based in Nairobi County, Kenya, is hiring an Executive Assistant for their Corporate Department. This versatile role provides efficient, responsive, and confidential support to Directors, enabling them to allocate time and resources efficiently across personal, professional, and public relations activities.

Job Duties:

• – Coordinate Directors’ calendars, schedules, logistics, records, and correspondence
• – Support day-to-day operations, including partnerships, board relations, legal, and human resources
• – Provide administrative support, including gatekeeping, bookkeeping, correspondence, note-taking, photocopying, data entry, mailing, sorting, and filing
• – Create and contribute to online content, such as copy, photos, videos, and other multimedia inputs
• – Maintain, process, and channel confidential and critical documentation for Legal, Compliance, and Human Resources
• – Draft, compile, and revise contracts, policy handbooks, internal and project reports, and studies
• – Coordinate and oversee all Board-related meetings, including attendees, suppliers, content collation, venue arrangement, and logistics
• – Set up, coordinate, and keep records of internal and external meetings and events
• – Create and maintain strict confidentiality and security procedures for company information
• – Provide company and office orientation for guests, employees, suppliers, and partners
• – Project a professional company image through in-person, email, and phone interactions
• – Handle inquiries and respond to all staff, partner, visitor, and Group needs
• – Offer warm and attentive hosting services for guests
• – Meet, host, and escort foreign guests while in-country
• – Provide transaction, logistical, and administrative support to routine and special projects
• – Prepare project accounts, budgets, spreadsheets, and presentations
• – Streamline, automate, and consistently enforce standard operating procedures
• – Resolve emerging issues, including emergencies
• – Recruit and supervise suppliers and subordinate staff, and support peers and seniors as needed

Requirements:

• – 8 years of experience in executive administrative assistance
• – Excellent communication skills in written and verbal Business English
• – Analytical skills to independently draft and review contracts, documents, policies, and presentations
• – Professional judgment, discretion, and polish to interface with high-level stakeholders
• – Strong organizational and time management skills
• – Full proficiency in Microsoft Office Suite, G-Suite, and key applications
• – Attention to detail and high level of accuracy
• – Passion and competence in providing impeccable hospitality and customer service
• – Ability to work independently and collaboratively in a fast-paced environment
• – High learning agility, including willingness to learn new tools, including AI