Executive Assistant & Office Manager

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.

The Role

We are looking for a highly organised and proactive Executive Assistant & Office Manager to support our Kenya Country Lead and take partial ownership of the day to day running of our Nairobi office.

This is a varied and hands on role combining executive support, office management and team coordination.

You will help our Kenya Country Lead use her time effectively, while making sure the office runs smoothly and provides a welcoming and productive environment for the wider team.

Our Nairobi office currently has around 15 colleagues and we expect the team to grow significantly over the next 12 months. You will therefore play an important role in helping the office develop as we grow, improving processes and making sure the practical side of working together functions well.

This role would suit someone who is still relatively early in their Executive Assistant or operations career and is looking for greater ownership and responsibility. You will work closely with colleagues across Systemiq and have the opportunity to develop your skills as the Kenya team grows.

Key Responsibilities

Executive Support to the Kenya Country Lead

• Diary management: Manage and coordinate a busy calendar, scheduling internal and external meetings and helping protect time for key priorities.

• Meeting coordination: Arrange meetings across teams and time zones, including rooms, video calls and other logistics.

• Travel: Coordinate travel, accommodation and associated arrangements.

• Administration: Support with expenses, document signing, correspondence and other day to day administrative tasks.

• Meeting preparation: Help coordinate agendas, materials and practical preparation for important meetings and engagements.
• Follow through: Keep track of agreed actions and help ensure important administrative tasks are completed.

Nairobi Office Management

• Day to day office operations: Take ownership of the smooth running of the Nairobi office and act as the first point of contact for practical office matters.

• Facilities and suppliers: Coordinate with the landlord, building management and external suppliers on maintenance, repairs and other office 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.

• Health, safety and procedures: Help maintain appropriate office procedures and support compliance with relevant health and safety requirements.

• Events and team moments: Support the organisation of office events, team meetings and social activities.
• Office growth: Help anticipate the practical needs of a growing team and support changes to space, suppliers and ways of working as required.

Team Coordination

• Team support: Help coordinate office wide meetings, visits and other shared activities.

• Communication: Keep colleagues informed about relevant office arrangements and changes.

• Processes: Spot practical ways to make administration and office processes simpler and more effective.

• Collaboration: Work closely with the wider operations and Executive Assistant community across Systemiq, sharing information and good practice.
• Problem solving: Take ownership of day to day issues and find practical solutions without waiting to be asked.

What We’re Looking For

You may already have experience as an Executive Assistant, Office Manager, Team Assistant or Operations Coordinator. We care most about your judgement, organisation and willingness to take ownership.

You will likely thrive in this role if you:

• Stay organised: You enjoy bringing structure to a busy environment and can keep track of multiple priorities.

• Take initiative: You spot what needs doing, solve problems and follow through.

• Are practical: You are equally comfortable organising a senior meeting and sorting out an everyday office issue.

• Communicate well: You are clear, warm and professional with colleagues, suppliers and external stakeholders.

• Pay attention to detail: You produce accurate work and notice the small things that help an office and a diary run smoothly.

• Stay calm: You can adapt when priorities change and handle last minute requests pragmatically.

• Work collaboratively: You enjoy helping others and contributing to a positive team environment.
• Want to learn: You are curious about new tools and ways of working, including the use of artificial intelligence to improve administrative processes.

What You Bring

• Around 2 to 4 years of relevant experience in executive support, office management, team coordination, operations or a similar role.

• Experience coordinating diaries, meetings and travel.

• Experience supporting the day to day running of an office or workplace environment.

• Professional fluency in English, written and spoken.

• Strong working knowledge of Microsoft Office, particularly 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.

Other Information

Please ensure you are legally eligible to work and live in Kenya when applying for this role.

Our work and global focus on systems change is incredibly diverse, and we are keen to receive applications from all parts of the community.

We offer the opportunity to work with colleagues and partners across a global organisation, while helping shape the next phase of growth for our 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.

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