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Nairobi, Kenya
Hybrid
Company Description: Systemiq is the system change company, working to accelerate the transition to a net-zero, nature-positive and more inclusive economy. As a certified B Corp, we partner with business, finance, policymakers and civil society to transform five interconnected systems: energy, nature and food, materials and circularity, sustainable finance, and urban transformation.
We bring together strategy, policy, market design and capital mobilisation to deliver tangible results in the real economy. Founded in 2016, Systemiq has grown to a global team of more than 300 people across Brazil, France, Germany, Indonesia, Kenya, the Netherlands, the UK and the US, united by a singular focus on sustainability.
We are looking for a highly organised and proactive Executive Assistant & Office Coordinator to support our Kenya Country Lead and help with the day to day running of our Nairobi office.
This is a varied, hands on role combining executive support with practical office coordination. You will help manage the Country Lead's diary, meetings, travel and administration, while helping make sure our Nairobi office is organised, welcoming and runs smoothly.
You will work closely with a Senior Executive Assistant who supports Systemiq's Founding Partner and oversees office management in Nairobi. You will take the lead on many of the practical, day to day activities that require someone to be present in the office, while supporting the Senior Executive Assistant on wider office management matters.
Our Nairobi office currently has around 15 colleagues and is expected to grow over the next 12 months. This role will therefore be based in the Nairobi office for at least four days each week.
This role would suit someone with a few years of experience in executive support, office coordination or operations who is keen to develop their skills and take on more responsibility.
Diary management: Manage a busy diary and coordinate internal and external meetings, helping to protect time for key priorities.
Meeting coordination: Arrange meetings across teams and time zones, including rooms, video calls and other logistics.
Travel: Organise travel, accommodation and related arrangements.
Administration: Support with expenses, document signing, correspondence and other day to day administration.
Meeting preparation: Coordinate agendas, materials and practical preparation for meetings and engagements.
Follow through: Keep track of agreed actions and administrative follow ups.
Working closely with the Senior Executive Assistant, you will:
Day to day office operations: Support the smooth running of the Nairobi office and act as a point of contact for practical office matters.
Facilities and suppliers: Coordinate with the landlord, building management and suppliers on maintenance, repairs and other day to day requirements.
Office environment: Keep the office organised, well equipped and welcoming, including managing supplies, equipment and shared spaces.
Joiners and leavers: Coordinate practical office arrangements for new starters and colleagues leaving the team.
Office procedures: Support the Senior Executive Assistant in implementing office procedures, including relevant health and safety requirements.
Events and team moments: Help organise office events, team meetings, visitors and social activities.
Office growth: Support the Senior Executive Assistant in planning for the needs of a growing office and help implement practical changes to space, suppliers and ways of working.
Team coordination: Help coordinate office wide meetings, visits and shared activities.
Communication: Keep colleagues informed about relevant office arrangements and changes.
Processes: Support improvements to day to day administrative and office processes.
Collaboration: Work closely with Executive Assistant and operations colleagues across Systemiq, sharing information and good practice.
Problem solving: Deal proactively with practical day to day issues and involve the right colleagues when additional support or decisions are needed.
You may currently work as an Executive Assistant, Team Assistant, Office Coordinator or in a similar operations role. We care most about your organisation, judgement, reliability and willingness to help.
You will be someone who:
Is organised: You can manage several priorities and keep track of the details.
Takes initiative: You spot what needs doing and follow through.
Is practical: You are comfortable moving between diary coordination, meeting logistics and everyday office needs.
Communicates well: You are clear, warm and professional with colleagues, suppliers and external contacts.
Pays attention to detail: You produce accurate work and notice the small things that help a diary and office run smoothly.
Stays calm: You can adapt when priorities change or requests come in at short notice.
Works well with others: You enjoy being part of a team and making it easier for others to do their jobs.
Wants to learn: You are keen to develop your skills and explore new tools and ways of working.
Around 1 to 3 years of relevant experience in executive support, office coordination, operations or a similar role.
Experience coordinating diaries, meetings and travel.
Experience supporting the day to day running of an office or workplace.
Professional fluency in written and spoken English.
Good working knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
Confidence learning new systems and digital tools.
Strong organisational skills and attention to detail.
The ability to manage competing priorities and work independently.
The ability to work from our Nairobi office for at least four days each week.
Applicants must be legally eligible to live and work in Kenya.
Systemiq brings together people from a wide range of backgrounds and experiences. We welcome applications from across the community and are committed to building an inclusive organisation.
This role offers the opportunity to develop your executive support and operations experience while contributing to a growing team in Kenya.
Diversity & Inclusion
At Systemiq, we absolutely believe diverse perspectives are essential to driving system change. We are committed to creating an inclusive workplace where people feel respected, supported and able to do their best work.
Click here to view our Data Policy.
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