Executive Assistant at BMI office - (250001UA)
Executive Assistant - BMI
Department
Brain & Mind Institute
Entity
Aga Khan University
Location
Nairobi, Kenya
Apply here ➡️ https://lnkd.in/d82qcCeH
Introduction
Chartered in 1983, Aga Khan University (AKU) is a private,
autonomous, and self-governing international university, with 13 teaching sites
in 6 countries over three continents. An integral part of the Aga Khan
Development Network, AKU provides higher education in multiple health science
and social science disciplines, carries out research pertinent primarily to
low- and middle-income countries and operates 7 hospitals (soon 8) and over 325
outreach clinics, all at international standards. It has almost 2,500 students
and 14,000 staff. The University is both a model of academic excellence and an
agent of social change. As a leading international institution dedicated to
excellence and change, AKU operates on the core principles of quality,
relevance, impact, and access.
Job Summary
The Executive Assistant role at the Brain and Mind Institute (BMI) is a unique and pivotal position that provides executive-level support to the Director. The position serves as a central point of coordination, ensuring the Director’s engagements and responsibilities are managed efficiently and professionally. This is a critical role for enabling the Director’s leadership and strategic responsibilities across multiple regions.
In addition, the position provides administrative, clerical, and operational
support across the Institute under the guidance of the Office Manager, to
ensure efficient day-to-day functioning.
- Responsibilities
Executive Support & Diary Management
Maintain and coordinate the Director’s daily schedule, including appointments, meetings (in-person and virtual), and deadlines.
Proactively manage calendar conflicts and provide timely reminders.
Schedule and manage Zoom meetings, prepare links, and support virtual logistics. - CV,
Social Media & Online Presence Management
Regularly update the Director’s academic and professional CV.
Assist in managing and curating the Director’s professional social media accounts (e.g., LinkedIn, X).
Support preparation of bios, profiles, and presentations for external engagements. - Travel
Planning & Logistics
Organize local and international travel arrangements, including itineraries, flight bookings, accommodation, and visas.
Liaise with internal travel offices and external vendors as needed. - Cross-Regional
Coordination
Collaborate with colleagues and stakeholders in Kenya, Pakistan, and other global locations.
Accommodate flexible working hours to align with different time zones. - Administration
& Office Operations
Organize and maintain files, correspondence, and records, and track follow-ups from meetings.
Support daily office operations, including procurement, petty cash handling, expense reconciliation, facilities/asset management, grants and basic HR processes.
Perform clerical tasks such as scanning, filing, data entry, running errands, and assist with other administrative duties as assigned by the Office Manager.
- Requirements
Bachelor’s degree in business administration, Communications, or related field. - Relevant
Experience.
At least 3 years of relevant administrative or executive assistant experience, preferably in academic, research, or nonprofit settings.
High proficiency in Microsoft Office Suite, Zoom, and digital file management tools.
Familiarity with academic CV formats and professional social media management is a strong advantage - Personal
Characteristics
Exceptional organizational and time-management skills.
Strong written and verbal communication.
Discretion and integrity in handling confidential information.
Meticulous attention to detail and ability to multitask.
Cultural sensitivity and capacity to work with international teams.
Primary Location: Kenya
Organisation: Aga Khan University Hospital Kenya
Employee Status: Contractual
Job Type: Standard
Job Posting: 25/06/2025, 1:12:23 PM
Closing Date: 30/06/2025, 9:59:00 PM