Position Title: Executive Assistant
Closing date: 7 Nov 2022
Samuel Hall is seeking a highly motivated individual to join its team for a full-time position as an Executive Assistant (EA) in Nairobi to provide executive support to the Director of the Partnerships Unit and Social Equity Pillar Lead, Hervé Nicolle. The EA plays a key role in the Partnerships Unit and Social Equity Pillar, and will receive direct day-to-day supervision from and provides administrative support to the Director while supporting team operations in the Partnerships and Programmes Unit.
The Executive Assistant provides administrative support to the Director, ensures that the Director has access to necessary, accurate and timely information, supports initiatives within the Partnerships and Programmes team as needed, and provides informed recommendations. It requires organisation, rigour and the ability to anticipate the needs of the Director and the team. You will ensure the most effective use of the Director’s time by overseeing his email, schedule, and travel - this will include tracking priorities, incoming requests, deadlines, and longer-term planning. This position requires a high level of integrity, proactive behaviour, independent judgement of priorities and the ability to multi-task with emerging and unpredictable events in a timely and sensitive manner. Competing deadlines and multi-tasking are the norm, so the EA must be able to plan their and the Director’s workflow effectively. You will support the Director in conducting background research, proofreading or editing documents, and preparing presentations and briefings for meetings and research initiatives. When communicating on behalf of the Director or with regard to company matters, the EA consistently follows the direction of the Director while maintaining a professional tone and conduct. Support to the Social Equity Pillar will include overseeing the pillar team’s work and recruitment processes. Considerable discretion and compliance with privacy protocols are essential as this position is privy to sensitive, complex, and confidential information.
Who We Are
Our research connects the voices of communities to changemakers for more inclusive societies. Samuel Hall is a social enterprise that conducts research, evaluates programmes and designs policies in contexts of migration and displacement. Our approach is ethical, academically rigorous, and based on first-hand experience of complex and fragile settings. With offices in Afghanistan, Germany, Kenya, Tunisia and the United Arab Emirates, we are based in the regions we study.
We have over ten years’ experience in 70+ countries and have become a trusted partner and leading voice in the field of migration and displacement research, working with governments, donors, multilateral organisations and NGOs, as well public and private sector entities. It’s an exciting time for Samuel Hall – we were recently selected by Stanford University as one of the Global South’s high-potential, fast-growth social enterprises. For more information, please visit www.samuelhall.org.
WORK ENVIRONMENT: We work in a fast-paced, demanding, and challenging environment – you will be expected to grow with us and carve out your own spot in the team. We look for proactive, creative individuals who find opportunities to make their mark and identify solutions to problems. We look for strong leaders and reliable team-players who can add value from the very start, expand our knowledge and help us to maximise our social impact.
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.
Desirable
- Spoken and written skills in French
- Prior knowledge of editing and research in contexts of migration, displacement, and international development.
- Prior experience in business development
- Experience specific to the Middle East and North Africa, Central/South Asia and/or the East and Horn of Africa
- Knowledge of key donors, institutional frameworks and stakeholders
How to apply
All applicants should send their cover letter and CV to careers@samuelhall.org 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.
Please provide information of current and expected salary expectation, and availability to start.