Executive Assistant Job in Kenya 2021
Career Employment Kenya: Executive Assistant Job in Kenya 2021
Job Description: Today Work Kenya

Executive Assistant

The executive assistant
is responsible for managing the schedules and communications of company
directors. Their duties include prioritizing emails and phone calls, gathering
documents to prepare for meetings and coordinating travel arrangements among
others. The post holder reports to the Director. The position does not
supervise anyone.  However, it has close working relations with the
Director, Human Resources Manager, Head of Departments, Department Managers,
supervisees on certain tasks e.g. following up on reporting and the
Administration

Department.

KEY RESPONSIBILITIES:

  • To
    provide administrative support to the Director and in his/her absence.
  • Ensures
    that all scheduled meetings, comprehensive minutes’ file records and diary
    of events are maintained and communicated well on a timely basis.
  • Provide
    logistical support to the Director or the executive team and anyone else
    at the discretion of the Director.
  • Act
    as the initial contact point for the Director’s Office.  On a daily
    basis, respond promptly to questions from the Directors, Group human
    resources, Head of Departments, and department managers who need to
    contact and get responses from the Director.
  • To
    coordinate, monitor and make travel and logistical arrangements for the
    Director and other department heads, Managers as directed by the Group
    Director.
  • Prepares
    documentation to support the office of the Director and its functions and
    to meet deadlines in processing the Director’s correspondence.
     Monitors incoming mail and forwards to respective departments/units.
  • Coordinate
    the preparation of briefing information for the Director relating to both
    external and internal meetings, travel/conferences, working closely with
    all departmental colleagues as appropriate.
  • Provide
    backup support to ensure effective and timely response to requests both
    internal and external.
  • To
    provide logistical and administrative support for the organization,
    meetings and training sessions organized through the Director’s office.
  • To
    manage all office expenses to support the Director’s office, and raise the
    necessary request for purchase requisitions.
  • To
    implement and maintain robust office systems including filing and
    record-keeping for the Director’s office.
  • Support
    to Director’s office during the compilation of the weekly, monthly and
    quarterly reports.
  • Coordinating
    documentation to Director’s office requiring a signature.
  • Maintaining/updating
    the Director’s diary to ensure appointments and meetings are well
    organized and coordinated on a timely basis.
  • Working
    with relevant departments where necessary, and providing corporate
    inter-office support.
  • Perform
    any other duties as may be assigned from time to time

KNOWLEDGE, SKILLS & ABILITIES:

  • A
    degree in business administration or a relevant field.
  • Minimum
    five (5) years of experience in a similar role.
  • Proven
    experience in providing high quality administrative and personal assistant
    services to senior-level staff. 
  • An
    understanding of SAGE ERP is a must.
  • Excellent
    written and verbal communication skills.
  • Proven
    interpersonal and customer service skills with people at a range of levels
    from a variety of social and cultural backgrounds.
  • Assertive
    and proactive, with the ability to work on own initiative with little or
    no supervision.
  • Good
    analytical skills with the ability to identify key points from complex
    material or information.
  • Self-motivated,
    flexible and able to make a judgement as to when to take the initiative on
    the Director’s behalf.
  • Excellent
    time management skills. The post-holder will need to manage their own time
    well, and the time of the Director.
  • Demonstrated
    personal integrity and ability to deal with sensitive and/or sensitive
    issues with tact, and diplomacy while maintaining complete discretion and
    confidentiality.
  • Ability
    to cope with varying workloads and interruptions and to organize
    activities to provide efficient services.
  • Experience
    in providing comprehensive support to staff committees and meetings or its
    equivalent.
  • Experience
    in a similar role.
  • Ability
    to multitask and prioritize tasks
  • Well-developed
    organizational skills.
  • Attention
    to detail.

How To Apply

Interested and qualified? Go to Mintvilla Housing on mintvillas.recruiteze.com to apply