Executive Assistant to CEO at Aga Khan Education Service, Kenya (AKESK)

Role Summary:

• Based in Nairobi, the purpose of this role is to provide professional, efficient, confidential and responsive administrative, organizational, and logistical services to the Chief Executive Officer (CEO). The role serves as the primary point of contact for internal and external stakeholders regarding the Office of the CEO and supports Board members, the global senior management team and the local executive team as required. The role is expected to provide administrative support to the Chairperson and Board of Directors from time to time.
• This position may require flexible work hours and occasional remote work to meet the demands of the role.

Key Responsibilities:

• Provide high-quality and timely administrative support to the CEO, ensuring seamless management of competing demands.
• Maintain and coordinate an effective calendar and filing system for the CEO.
• Organize and manage the CEO’s travel arrangements and expense documentation.
• Manage and record all correspondence, including emails and letters, through SharePoint.
• Support the CEO’s scheduling and ongoing work with the Executive Team, including necessary administrative support.
• Assist in planning major organizational events as required.
• Prepare Board agendas, take minutes and prepare materials for Board meetings and sub-committees.
• Provide administrative support to members of the Executive Team and school leadership for various projects and reports.
• Produce high-quality reports, summaries, and other documentation for the CEO, Board, and Executive Team.
• Proactively respond to inquiries from Board members, stakeholders, and staff with discretion and professionalism ensuring exceptional customer experience.
• Maintain awareness of matters coming into and out of the CEO’s office to effectively respond to inquiries.
• Prepare agendas and minutes for various internal and external meetings attended by the CEO.
• Support the CEO in post-board session communication and implementation, including managing resolutions and action items.
• Assist in the preparation for Board meetings, including assembling papers and monitoring committee action items.
• Organize meeting spaces and travel for Board members and Executive Team members.
• Implement and maintain governance best practices in consultation with the CEO and CFO.

Generally, the incumbent will have a responsibility to:

• Develop and maintain a good understanding of AKES, Kenya’s roles and policies.
• Actively represent AKES, Kenya positively and effectively, demonstrating its values.
• Contribute constructively at staff meetings.
• Maintain appropriate records and documentation.
• Seek opportunities for personal and professional development related to the role.
• Respond to requests by clients and staff knowledgeably and respectfully.
• Provide accurate and timely data for reporting and communication purposes.

The requirements

Qualifications and Experience:

• Bachelor’s degree in a relevant field; a Master’s degree is an advantage.
• Minimum of five years in a senior administrative/public relations role, preferably in K-12 education or non-profit sectors.
• Significant experience supporting C-level executives in a high-pressure environment.
• Previous experience with non-profit board operations is highly preferred.
• Expert proficiency in Microsoft Office and SharePoint.
• Excellent verbal and written communication skills.
• Exceptional organizational skills and attention to detail.
• A high degree of professionalism in dealing with diverse groups, including Board members and community leaders.
• Ability to make informed decisions regarding priorities and available time.
• Ability to complete tasks with urgency and switch tasks as needed.
• High level of integrity and discretion in handling confidential information.
• Experience working in diverse environments and with varied stakeholders.