Executive Assistant

JOB TITLE: Executive Assistant
LOCATION: Nairobi
REPORT TO: CEO

Vivo presently operates in 27 physical stores in Kenya, Kigali, Rwanda, Uganda, USA and an online presence. Our Mission and Vision, "To be Africa's most loved fashion brand" and "Africa Dressing Herself," steer our five core company values. We prioritize our customers, aiming to enhance their lives through our products while nurturing and developing our talent and employees within the Vivo family. This underscores our commitment to recruiting, cultivating, and retaining the brightest minds globally. Embracing our fundamental principles, #Our People First, #One Team, #Delight Our Customers, #Challenge the Status Quo, and #Own the Result, fosters a distinctive culture throughout our organization, enabling us to unlock the immense potential of this dynamic industry.

If you possess ambition, intelligence, motivation, dynamism, and a knack for influence and innovation, and you thrive in a challenging, high-growth environment, you are the ideal candidate for our team.

Job Purpose

The Executive Assistant will provide essential support to the CEO, ensuring smooth day-to-day operations while managing both corporate and personal responsibilities with professionalism and discretion. This role involves handling complex administrative tasks, such as managing travel, scheduling, hosting guests, and coordinating key meetings for the CEO and senior leadership. Additionally, the Executive Assistant will play a vital role in preparing for executive and board meetings, supporting strategic projects, tracking KPIs, and conducting analyses. This position requires foresight, critical thinking, and problem-solving abilities, offering an exceptional opportunity for professional growth and broad exposure to business operations.

Key Responsibilities

Provide comprehensive executive support to the CEO, managing a high-volume calendar, completing expense reports, handling confidential correspondence, arranging complex travel plans, and preparing documents for travel-related meetings.
Oversee stakeholder engagement, maintaining a contact database, coordinating follow-ups, and managing executive communications with clients, vendors, and other external stakeholders.
Handle administrative support tasks, including ordering office supplies, managing office equipment, overseeing the CEO's subscriptions and memberships, and handling personal tasks with confidentiality.
Serve as the main point of contact for the CEO, facilitating communication with both internal teams and external stakeholders on matters requiring the CEO’s attention.
Manage data and documentation, ensuring files are organized, up-to-date, and accessible for decision-making.
Record meeting minutes and track action items during CEO meetings, ensuring follow-up on key tasks and initiatives.

Qualifications & Experience

Bachelor's Degree in Business Administration, Business Communication or any other relevant field
Minimum of 2 years of experience in a mid-size company and similar role (worked for top management)
Exposure to growth or dynamic environment
Proficiency in Microsoft Office Suite and other relevant tools/software.
Exceptional written and verbal communication skills

What we offer

At Vivo, our people are our most valuable asset, and we take pride in our internal promotion and training programs that offer growth opportunities. We foster a supportive culture, care about our employees' well-being, ensure a work-life balance, value individual voices, and provide the necessary tools for making a meaningful impact.

How to Apply

Apply here Application Deadline will be 26th November 2024, close of business.

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Executive Assistant

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