About Company
Are you driven by efficiency and making a significant impact? Career.zycto thrives on connecting top talent with unparalleled opportunities, fostering environments where professionals excel. We understand the critical role exceptional executive support plays in our success and the success of our clients. Joining our dynamic team means becoming an indispensable part of a forward-thinking organization that values precision, discretion, and proactive collaboration. This is an ideal setting for a dedicated professional eager to streamline operations and empower leadership, contributing directly to our mission of excellence in recruitment and advisory services across Kenya.
Job Description
Career.zycto is seeking a highly organized, proactive, and discreet Executive Secretary to provide comprehensive administrative and executive support to our senior leadership team. In this pivotal role, you will be the backbone of our executive office, ensuring seamless operations and efficient management of schedules, communications, and projects. This position demands exceptional organizational skills, a keen eye for detail, and the ability to anticipate needs and handle sensitive information with the utmost confidentiality. You will be instrumental in managing the day-to-day administrative affairs, acting as a primary point of contact for internal and external stakeholders, and contributing significantly to the smooth running of our fast-paced environment. This is more than an administrative role; it’s an opportunity to become an essential partner to our executives, driving productivity and facilitating strategic initiatives. The ideal candidate will possess a strong work ethic, be adaptable, and demonstrate superb communication abilities, both written and verbal. You will navigate complex schedules, prepare high-quality documents, and manage executive correspondence, ensuring that our leadership can focus on their core objectives and strategic growth. Your contributions will directly impact our operational efficiency and our ability to deliver on our commitment to excellence in recruitment and talent management. We are looking for someone who takes initiative, is resourceful in problem-solving, and maintains a professional demeanor under pressure. Your ability to prioritize tasks, manage multiple projects simultaneously, and maintain impeccable records will be crucial. Join us and play a critical role in supporting our mission to empower careers and build successful teams.
Key Responsibilities
- Manage complex calendars, scheduling meetings, appointments, and travel arrangements for executives.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Act as the primary point of contact for internal and external queries, screening and directing calls and emails appropriately.
- Organize and maintain accurate records, files, and databases, ensuring confidentiality and easy retrieval.
- Coordinate and prepare for board meetings, executive team meetings, and other key gatherings, including drafting agendas, taking minutes, and distributing materials.
- Process expenses, invoices, and other financial documents with precision and timeliness.
- Conduct research, compile data, and prepare reports as required by the executive team.
- Assist in the planning and execution of company events and special projects.
- Oversee office supply inventory and manage procurement for the executive office.
Required Skills
- Proven experience as an Executive Secretary, Personal Assistant, or similar role supporting senior management.
- Exceptional proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
- Outstanding written and verbal communication skills in English.
- High degree of discretion and ability to handle confidential information with integrity.
- Superior organizational and time management skills, with the ability to prioritize tasks effectively.
- Proactive problem-solver with strong attention to detail.
- Ability to work independently and as part of a team in a fast-paced environment.
Preferred Qualifications
- A diploma or degree in Business Administration, Secretarial Studies, or a related field.
- Experience working within a recruitment agency or professional services firm.
- Familiarity with project management tools.
- Proficiency in additional local languages (e.g., Swahili).
Perks & Benefits
- Competitive salary package and performance-based incentives.
- Comprehensive health insurance coverage.
- Generous paid time off and public holidays.
- Opportunities for professional development and career growth.
- A collaborative and supportive work environment.
- Modern office facilities in a convenient location.
- Contribution to a dynamic and impactful mission.
How to Apply
Interested candidates are invited to submit their detailed resume and a cover letter outlining their qualifications and experience. Please click on the link below to apply for this job. Ensure your application highlights your experience in executive support and your alignment with Career.zycto’s values.
