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Executive Operations Associate Job Savoir Faire
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About the Role
We’re hiring a sharp, reliable Executive Operations Associate to work directly with the Managing Director and help keep the business running at a high level.
This is not a passive support role. You will own the systems, workflows, and follow-through that allow the business to operate effectively. You will manage the MD’s time, track active projects, maintain operational tools, coordinate communications, and ensure nothing slips without being asked twice.
The right candidate has already done this type of work and done it well. You are organised by instinct, communicate clearly and professionally, and take pride in keeping things tight and moving.
What You Will Do
Own the MD’s Calendar & Time
- Manage the MD’s schedule across meetings, projects, and commitments
- Proactively flag conflicts, overload, and scheduling gaps
- Prepare concise briefs and context notes ahead of key meetings
- Track and close out action items from every engagement
Keep Projects and Work Streams on Track
- Maintain a live view of active projects — owners, deadlines, next steps
- Follow up with internal team members and external partners without being prompted
- Surface delays, risks, and blockers early before they become problems
Maintain and Improve Operational Systems
- Keep Notion, shared trackers, and documents current and well-organised
- Make sure information is easy to find and workflows are consistently followed
- Identify simple process improvements and propose them proactively
Support Events and Engagements
- Coordinate logistics for client events, dinners, and engagements
- Manage invitations, guest lists, and event communications
- Ensure smooth execution before and on the day
Manage Relationships and Follow-Ups
- Track key contacts, partners, and client stakeholders in CRM
- Ensure timely follow-ups and communication on behalf of the MD
- Liaise with client teams and assistants to keep work progressing
- Draft professional communications on behalf of the MD — emails, briefs, updates, and proposals
Who We Are Looking For
You will be a strong fit if you can point to specific examples of:
- Building or improving a system or workflow that makes a team more efficient
- Managing a senior leader’s calendar and priorities in a high-pressure environment
- Keeping multiple projects moving simultaneously without things falling through
Requirements
- 3–5 years of experience supporting a senior executive, founder, or leadership team in a fast-paced environment
- Proven track record of managing workflows and projects independently, with minimal direction
- Excellent written communication, able to draft emails, briefs, and documents that represent leadership well
- Proficiency in Notion, Google Workspace, and Microsoft 365
- Experience using a CRM or contact tracking tool (e.g. HubSpot, Airtable)
- Comfortable working onsite, full-time, in Nairobi
How to Apply
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