Executive Assistant

Tasks & Responsibilities

Administrative Support (75% time)

• Provide administrative support for the Director, including managing email inbox and calendar, drafting emails, scheduling meetings, arranging travel, and file organisation. This includes tracking priorities, incoming requests, deadlines, and longer-term planning.
• Prepare materials, background research, and briefing documents for partner, donor and networking meetings or research initiatives, for internal communications and external documents (briefing reports, presentations, proposals, talking points, etc.) in accordance to our style guide and standards as needed.
• Attend meetings with and on behalf of the Director, including note-taking and follow-up with minutes.
• Manage logistics, coordinate planning, and provide support for team meetings and retreats.
• Act as the focal point with all staff in all offices to ensure smooth communications.
• Provide support within the Partnerships and Programmes team for initiatives as needed. This includes, among others, proofreading or editing research materials in line with our style guide and standards, contributing to in-house trainings, or drafting proposals.

Social Equity Pillar Support (25% time)

• Coordinate priorities and oversee project progress with the pillar team.
• Identify staffing needs and lead recruitment processes on behalf of the Director.
• Coordinate and lead team meetings, including note-taking and follow-up with minutes.

Opportunities for Growth

Working at Samuel Hall means that you are contributing to ground-breaking, innovative, and rigorous work that bridges research, implementation and policy. Most of our training happens on the job, but as part of our investment in learning and development, everyone is encouraged to apply for up to five days of paid professional development leave and financial resources to enable them to acquire new skills and knowledge. We commit to helping you to:

• Grow within the organisation, with gradual increases in responsibility and accountability, and exposure to our different roles within the Development Unit.
• Grow to become a sought-after focal point for development and humanitarian actors, with the opportunity for continued learning, and the chance to become a key voice in your area of expertise.
• Grow your personal and professional network as we expand our list of partners.

Vacancy Requirements

Required

• A minimum of 2 years full-time relevant work experience in high-level administrative assistance, working for senior-level management
• A Master’s degree in a relevant field
• Experience with applying high-level writing and presentation skills
• Experience with Microsoft Office and google suite
• Excellent spoken and written skills in English
• Strong coordination and communication skills
• Keen attention to detail
• Ability to be patient and to work well within a global team
• Ability to cope well under pressure, occasionally work irregular hours and meet tight deadlines
• Demonstrated interest in humanitarian and development work
• Existing work authorisation in Kenya is required.

Method of Application

All applicants should send their cover letter and CV to [email protected] in separate PDF files; each labelled: "CL/CV – Full name of Applicant" with the email subject line clearly expressed: "Name – Executive Assistant". Three samples of relevant work and three references should also be included.