Executive Assistant

Salix Data · Nairobi

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Company Description

Founded in 1999 by two brothers with a bold idea that good data can do great things, SALIX Data has grown into a trusted global partner serving more than 2,500 clients worldwide. Operating at the intersection of precision and purpose, we deliver Business Process Outsourcing, Forensic Collection, E-Discovery Processing, Cybersecurity, and Workflow Automation services, stepping in when the stakes are high and accuracy cannot be compromised.

What truly distinguishes us is not just our technology, but our people. We do not hire to fill seats; we seek thinkers and builders who question, improve, and take ownership. By placing the right people in the right seats, we create the conditions where excellence follows naturally.

Here, ideas are valued, growth is intentional, and roles are platforms for meaningful contribution rather than rigid boxes. The work is real, the expectations are high, and the impact is visible. SALIX stands for Service, Achievement, Leadership, Integrity, and eXpertise, principles that guide how we serve our clients and how we show up for one another every day.

Our client is a fourth-generation, family-owned manufacturer of custom brass hardware for the high-end leather goods and accessory trade; the buckles, clasps, closures, and fittings found in handbags, purses, and leather goods worldwide. In business since 1945 and based in Massachusetts, the company runs its own production facilities in Asia and controls the full process in-house, from initial design and prototyping through manufacturing, warehousing, and worldwide shipping. 

We are seeking a highly capable Executive Assistant to support a US-based executive leading multiple business functions, including Operations, Sales, Product Development, Marketing, and Logistics. In this role, the successful candidate will serve as a trusted extension of the executive's office, helping manage priorities, streamline information flow, drive follow-through, and ensure critical initiatives stay on track. The ideal candidate is exceptionally organized, commercially aware, and proactive.  

Job Description

Executive Information and Administrative Management 

• Triage the executive's inbox, clearing routine and notification emails; banking, HR/payroll, system alerts, SaaS notifications, so only items genuinely needing attention get through.  
• Progressively take on more direct filtering and filing as familiarity with the business builds. 
• Filter routine communications and escalate only critical matters. 
• Categorize emails by urgency, significance, and required action. 

Manage Calendar scheduling and coordination 

• Assist with travel planning and document preparations 
• Support Process documentation and SOP management 
• Create structured daily executive briefings highlighting decisions, risks, opportunities, and priorities. 
• The goal is to provide clarity and actionable insight rather than forwarding individual emails. 

Freight and Logistics Monitoring 

• Monitor shipment, freight schedule, and customs activity across all carriers and brokers. 
• Track and flag exceptions, delays, or documentation issues as they arise.  
• Coordinate directly with suppliers, freight partners, and internal teams to help resolve flagged issues. 

Data Entry & Research Projects 

• Own data entry and record-update projects in NetSuite and other business systems, starting with an HTS code and duty rate update project. 
• Conduct ad hoc research projects as they arise. 

The Ideal Candidate 

• Highly proactive and solutions-oriented 
• Exceptionally organized and detail-focused 
• Able to work independently with minimal supervision 
• A strong communicator with excellent business writing skills 
• Comfortable handling sensitive and confidential information 
• Analytical, resourceful, and commercially aware 
• Calm under pressure and capable of managing competing priorities 
• Relentless in follow-through and accountability 
• Most importantly, you know how to distinguish between information and insight 

 What Success Looks Like 

• The executive feels genuinely in the know without being pulled into every thread. Deliver concise, high-quality daily executive briefings. 
• A daily digest that consistently separates decisions, FYIs, exceptions, and logistics statuses.  
• Create visibility across projects, priorities, and business initiatives. 
• Freight and logistics exceptions are caught and flagged before they become problems.  
• Growing ownership of inbox filtering and filing as trust is established. 
• Significantly reduce administrative burden on the executive. 
• Become a trusted business partner and key contributor to executive effectiveness. 

Qualifications

• Bachelor's degree in business, Commerce, Operations, Supply Chain, Communications, or a related field. 
• Minimum 3 years' experience supporting senior leaders, founders, CEOs, managing directors, or executive teams. 
• Experience working with international clients, multinational organizations, or global teams. 
• Strong proficiency in Microsoft 365 (Outlook, Excel, Teams, Word, PowerPoint, and SharePoint). 
• Experience with ERP systems such as NetSuite, SAP, Oracle, or similar platforms. 
• Experience with PM tools (Microsoft Planner, Asana, Click up, Monday.com Trello) 
• Proven experience coordinating projects, managing workflows, and tracking business initiatives. 
• Exceptional written and verbal communication skills. 

Preferred Experience 

• Direct support of a CEO, Founder, President, or Managing Director. 
• Experience supporting US-based executives or organizations. 
• Exposure to logistics, manufacturing, distribution, supply chain, or operations environments. 
• Experience creating executive reports, dashboards, and management updates. 
• Advanced Excel and business reporting skills. 

We are seeking a top-tier professional who can think critically, communicate effectively, execute relentlessly, and operate as a trusted extension of a senior executive's office. If that describes you, we invite you to apply. 

Additional Information

SALIX DATA is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

To join us on this incredible journey, kindly submit your resume and cover letter highlighting your interest in the position and showcasing your relevant qualifications. 

Applications will be considered on a rolling basis. Please note that only shortlisted candidates will be contacted. 

We eagerly anticipate receiving your applications and embarking on this rewarding journey together, making a difference as we make the data meaningful.

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