Eleven Degrees on behalf
Generic Brands Ltd wish
to fill the vacant position of
Executive Assistant to the Managing Director
.
The position is based in
Nairobi
on a
Fixed Term Contract Basis
.
Eleven Degrees Consulting Limited
is a leading shared service company for Mini Group of Companies, dedicated to providing innovative HR solutions to our clients.
Position Summary:
Reporting directly to the Managing Director, the Executive Assistant will serve as a strategic partner responsible for maximizing the MD's effectiveness through exceptional time management, coordination, and execution of key priorities.
The role requires a proactive, tech-savvy, and highly organized professional capable of managing multiple projects, ensuring smooth communication flow, and driving operational efficiency across departments.
Key Duties/Responsibilities:
1.
Time & Priority Management
- Maintain the MD's calendar with precision — ensuring time is spent on high-leverage activities, strategic meetings, and growth-driving priorities.
- Act as the gatekeeper for the MD's schedule, email, and inbound communication — triaging what is urgent vs.
important.
- Conduct daily briefings and end-of-day debriefs to align on goals, outcomes, and next actions.
- Anticipate needs before they arise — always be one step ahead.
2.
Communication & Coordination
- Draft, review, and manage internal and external communication on behalf of the MD — including emails, memos, proposals, and presentations.
- Facilitate cross-departmental follow-ups to ensure deliverables and deadlines are met.
- Prepare meeting agendas, coordinate minutes, and track decisions and commitments.
- Liaise with senior management, suppliers, and key clients professionally and efficiently.
3.
Systems & Process Management
- Build and maintain dashboards and SOP trackers (Finance, Procurement, Marketing, Sales, Warehouse).
- Implement tools and automations (e.g., Slack, Odoo, Asana/ClickUp, Notion, or Google Workspace) to streamline workflow and accountability.
- Manage document control and digital filing systems for critical company records and projects.
- Track KPIs and report weekly to the MD with summaries and insights from each department.
4.
Project Execution & Strategic Support
- Manage and follow through on strategic projects — ensuring ideas move from conception to execution.
- Research market trends, competitors, or partnership opportunities as delegated.
- Organize offsite meetings, conferences, and travel logistics.
5.
Culture & Leadership Support
- Reinforce company culture by ensuring values, accountability, and communication flow across departments.
- Act as the MD's proxy in meetings when needed — capturing context, decisions, and follow-up actions.
- Manage internal recognition, staff engagement, and performance-tracking initiatives under the MD's direction.
Key Outputs/Deliverables/KPIs:
- Time Leverage Ratio:
≥ 80% of MD's time spent on strategic vs.
operational work.
- Execution Velocity:
≥ 95% of delegated tasks completed on time.
- Communication Efficiency:
< 12-hour average response time on high-priority items.
- Project Completion Rate:
≥ 90% of tracked initiatives completed within timelines.
- System Reliability:
100% of reports, trackers, and dashboards updated weekly.
Academic and Professional Qualifications and Experience Required:
- Bachelor's Degree in Business Administration, Management, or a related field.
- 3–5 years' proven experience as an Executive Assistant, preferably supporting senior leadership.
- Experience working in a fast-paced, multi-sector environment.
- Demonstrated ability to manage multiple priorities and stakeholders simultaneously.
Key Skills & Competence:
- Exceptional organizational and project management skills — thrives in structured systems.
- Strong written and verbal communication; able to write professionally and diplomatically.
- Technologically savvy with proficiency in Odoo, Slack, Google Workspace, Excel, ClickUp/Asana/Notion.
- High emotional intelligence and judgment; discreet with sensitive information.
- Ability to anticipate problems, propose solutions, and follow through with precision.
- Calm under pressure — able to manage multiple priorities with speed and clarity
NB:
- We do not charge any fees at any stage of the recruitment process.
- Only shortlisted candidates will be contacted for interviews.
- Please indicate your current salary and salary expectations in your application.
- Internal candidates should apply through their respective Line Managers.
- Successful candidate(s) will undergo background checks.