Executive Assistant at ALN Kenya

Executive Assistant duties

• Act as the primary point of contact between the Executive and internal/external stakeholders.
• Manage the Senior Executive Team’s schedule, including calendar appointments, meetings and travel arrangements.
• Handle incoming communication, including emails and phone calls and respond on behalf of the executive when appropriate.
• Prepare and edit documents, correspondence and presentations.
• Assist in preparing for meetings, including agenda creation, documents distribution and follow-up on action points.
• Maintain confidentiality and handle sensitive information with discretion.
• Conduct daily tracking, recording and reconciliation of billable and non-billable hours for the
• Senior executive through the close monitoring of scheduled meetings on the calendar, unscheduled meetings calls and email correspondences.
• Offer high-level support to the Senior Executive team by coordinating meetings, managing follow-ups and maintaining an organised record of client contacts.
• Conduct daily reviews and preparation of documents to support the Senior Executive’s meetings and engagements scheduled for the next day and upcoming days within the week.
• Prepare meeting documents ahead of local and international business trips and liaising with the Senior Executive on post trip debriefing and actioning of meeting follow up items.
• Perform various administrative tasks, such as expense tracking and filing.
• Assist with ad-hoc projects and assignments, demonstrating flexibility and willingness to take on new responsibilities as needed.

Research Assistant duties

• Conduct in-depth research on a wide range of topics, including industry trends, competitors and market analysis.
• Compile, analyse and present research findings in a clear and concise manner.
• Assist in the preparation of reports, presentations and documents for various projects.
• Collect and organise data, ensuring accuracy and completeness.
• Stay updated on relevant literature, journals and sources to support informed decision-making.
• Collaborate with team members to provide research support as needed.

What we are looking for

• This role will require adaptability, strong multitasking skills and good problem solving skills.
• The ability to work independently and exercise sound professional judgement is critical for this role.
• Highly organised individual with strong project management skills.
• Possesses excellent written and verbal communication skills.
• Proven experience thriving in fast-paced and demanding work environments.
• Excellent report writing skills coupled with the ability to communicate effectively through impactful presentations. Someone who demonstrates a high level of discretion and tact in managing sensitive and confidential information.

The following qualifications, experience and personal qualities are preferred:

• Bachelor’s degree in a relevant field.
• Minimum 10 years of experience in a similar role.
• Strong administrative, organisational and analytical skills.
• Professional maturity and confidentiality.
• Proven experience in research, data analysis and report preparation.
• Excellent written and verbal communication skills.
• Exceptional organisational and time management abilities.
• High level of attention to detail and accuracy.
• Proficiency in Microsoft Office Suite and other relevant software and the ability to adopt new tech platforms (including AI tools).
• Must have excellent interpersonal skills.
• Must have flexibility, initiative and be reliable.
• Good problem-solving skills and an appreciation of relevant protocol.
• A commitment to the Firm’s mission and extremely strong ethical integrity.