Executive Assistant Job Mini Group

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We wish to fill the vacant position of Executive Assistant to the Managing Director, on behalf of our Mini Group of Companies, a diversified conglomerate with operations across manufacturing, construction, trading, real estate, and logistics. 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:

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.

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.

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.

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.

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.

How to Apply:

Interested and suitably qualified individuals should forward their application letter and updated CV only to the Head of Talent, quoting “Executive Assistant to the Managing Director” in the subject line, to be received by COB 24th October, 2025 at http://www.minigrp.com/careers/

• 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.