Executive Assistant at ITM Kenya Ltd

. As your trusted partner for HR solutions and business success, we specialise in a comprehensive suite of services, including Recruitment & and Placement, Staff Outsourcing, Professional Training, HR Advisory/Consultancy, and Team Building & Visas, and Work and Resident Permit Facilitation

 

Executive Assistant

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience3 - 5 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial 

Responsibilities

  • Strategic & Executive Support
  • Manage the RMD’s calendar, travel, communication, and reporting needs.
  • Follow-up on action points with Country Managers and Division Heads.
  • Assist in drafting strategy documents, presentations, and regional updates.
  • Track and document performance of Country Managers based on their KPIs.
  • Support preparation and follow-up for executive and stakeholder meetings.
  • HR Compliance
  • Assist in consolidating headcount, permits, payroll summaries, and contract records as compiled by the Division HR Manager.
  • Coordinate documentation flow (e.g., scanned files, reporting formats) between HR teams and the RMD’s office, without overriding HR line management.
  • Ensure KAZIPRO, TalentPro, and Workflow data logs are available to the RMD by requesting periodic access snapshots
  • Support compliance monitoring by preparing summaries or audit-ready briefs using data provided by HR, at the request of the RMD.
  • Operations and Commercial
  • Compile and format updates to client pipelines, commercial leads, and competitor scans as received from entity and division Operations team
  • Track progress of tender opportunities and submissions and support in document preparation as assigned by the RMD or Ops Manager.
  • Assist in logging and tracking client inquiries and responses, escalating any delays to the Division Operations Manager or RMD for intervention.
  • Support the coordination of operational reports and MIS documentation, ensuring they are submitted to the RMD in agreed formats and timelines.
  • Assist in preparing communication assets for branding and commercial presentations under the direction of the Division Operations Manager or RMD.
  • Project Management & Innovation
  • Track division-level initiatives and ensure timely execution of new projects.
  • Prepare and monitor division-wide trackers (e.g., audit readiness, staff movement).
  • Develop process improvement suggestions and share best practices from entities.
  • Prepare monthly reports summarizing division-wide operational performance

Requirements

  • Bachelor’s degree in business administration, HR, or related field.
  • 3–5 years’ experience in executive support, project coordination, or regional operations.
  • Strong organizational and multitasking ability with high attention to detail.
  • Excellent written and verbal communication skills.
  • High proficiency in MS Office, reporting tools, and HRIS platforms.
  • Discretion, reliability, and strategic problem-solving mindset.

Check how your CV aligns with this job

Method of Application

Interested and qualified? Go to ITM Kenya Ltd on talentpro.itmafrica.com to apply

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