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.