Executive Assistant
Location | Nairobi, Kenya |
Date Posted | August 10, 2020 |
Category |
Administration
|
Job Type |
Full-time
|
Currency | KES |
Description
The position is responsible for providing executive support services in the day to day running of the CEO while working closely with staff and heads of department as a key contact person
Duties and Responsibilities
The duties and responsibilities are as follows:
- Operational Roles and Responsibilities:
- Manage the CEO’s diary and email account and ensure the calendar, appointments, meetings, travel and deadlines are well organized and maintained;
- Ensure the CEO’s office is equipped and maintained in a clean state;
- Facilitate the business including meetings, briefings and receiving of visitors;
- Organize briefings and meetings on behalf of the CEO and maintain records of the meetings with staff, media and other stakeholders;
- Arrange and co-ordinate travel and accommodation requirements and ensure all the necessary arrangements are in place for the CEO commitments and itineraries;
- Coordinate Staff Matters, Meetings, Workshops, Preparation of Budgets/Finance,Sessions;
- Filter general information, queries, telephone calls and invitations to the CEO by redirecting or taking forward such contacts as appropriate;
- Maintain smooth communication between the CEO’s office and internal departments and to demonstrate leadership in maintaining credibility, trust and support with management staff;
- Prioritize conflicting needs, handle matters expeditiously, proactively, and followthrough on projects and relevant assignments to successful completion within deadlines;
- Draft, edit, and ensure precision and delivery of reports, correspondence and communications from the CEO’s office;
- Maintain and update key information and contacts regarding the Board and strategic relationships for the CEO’s office and the organization in general; and
- Manage and ensure the efficient filing, documentation, safe custody and retrieval ofthe CEO’s records with due classification concerning confidentiality and archival value.
- Perform any other duties as may be assigned from time to time
Key Result Areas:
The jobholder’s accountability areas are outlined as follows:
- Submission of accurate, timely and relevant reports
- Continuous process improvement of services through efficient working
- Enforcement of relevant guidelines, rules and regulations
- Ensure customer satisfaction for the consumers of the services offered by the department
- Efficient execution of work processes as assigned Personal Assistant
- Delivery of quality administrative services for the assigned department
- Effective communication and maintenance of relationships through courteous and promptresponse to all enquiries
- Efficient coordination of meetings as may be assigned
- Efficient management of filing and document retrieval system
- Efficient liaison with external contacts
Required Skills
Knowledge and Skills Required:
The jobholder must possess:
- A minimum of bachelor’s degree in Secretarial Studies/Business Administration
- A minimum of five (5) years of related work experience support at executive-level
- Knowledge of administrative and clerical procedures and systems such as managing filesand records, transcription, designing forms, and other office procedures
- Must demonstrate high integrity and ethical practice
- Must demonstrate ability to work independently with minimum supervision
- Must be a team player who is able to work cordially in teams and ability to multitask
- Must demonstrate commitment to operational effectiveness
- Should have ability to solve problems by applying relevant business knowledge
- Should demonstrate professional expertise in the relevant work area
- Must have the ability to communicate for both written and oral communication
- Must be a flexible person, who is willing to learn and able to work flexible hours to achievegoals
- Must have knowledge in use of MS office packages