Secretary and Personal Assistant to the MD Jobs in Nairobi Kenya

Secretary 

(Based in Nairobi / Thika)

Job Objective / Summary
 

To Provide secretarial and Administrative support to the office by attending to all telephone and verbal inquiries from the visitors and staff to ensure a smooth communication flow and good public relations service.

Description of Duties

• Tying letters emails, faxing
• Handling of incoming and outgoing calls/mails/courier services
• Maintain a comprehensive filing system for easy retrieval of relevant files Organize payment of bills
• Maintenance of office machines
• Placing of stationary orders
• Handling of visitors
• Hotel booking for overseas
• Filling of tenders
• Supervise support staff
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings
• Booking of appointments
• Provide word-processing and secretarial support
• To carry out any other duties that may be assigned to you by the Management from time to time.

Qualifications

• Certificate in secretarial training
• Computer skills
• 2-4 years progressive working experience in a busy organisation
• Excellent communications skills
• Excellent co-ordinating and planning skills

Personal Assistant to the MD 

(Based in Nairobi)
 

Job Objective / Summary
 

To be the personal assistant to the MD in all Company matters dealt with from that office and to provide an efficient and professional secretarial, administrative and public relations service

Description of Duties

• To maintain a complaints book and to check through and record the action taken for presentation to the MD.
• To make bookings for the MD, GM and supervisors meetings and co-ordinate bookings for the Boardroom.
• To attend to all mail, fax and telephone messages sorting and delivery.
• To process documentation required from that office and to supervise the support staff assigned to assist in the document processing.
• To co-ordinate meetings and take minutes at the Board of Management, Senior Management Team, Heads of Departments meetings and any other meetings held by the MD.
• To organize the MD’s office to ensure the efficient flow of communication between that office, Heads of Departments and all staff as appropriate.
• To act as the liaison person between the MD and the staff ensuring that the MD is fully informed of all occurrences within the Company.
• To attend to callers and to liaise with the appropriate staff as necessary to ensure that the caller’s needs are satisfactorily attended to and to provide feedback while upholding a good image of the Company.
• To maintain the diary and to assist the MD in prioritizing work so that important matters are dealt with on time.
• To process correspondence and reports as required by the MD.
• To maintain confidential records in the MD’s office and to organize and maintain an efficient filing and retrieval system.
• To organize Company visits for interested parties and to liaise with the relevant departments as appropriate.
• To perform any other duties that may be assigned from time to time

Qualifications

• Diploma in Business Administration & Secretarial
• 3 - 5 years progressive working experience, working in a busy commercial enterprise for a senior Manager
• Good co-ordinating and planning skills
• Good communications skills

If you meet the above requirements please email your CV (with 3 referees) and cover letter to vacancies.hr.@yahoo.com by 10th December 2012 indicating your current remuneration.

Applications without salary details shall not be considered.

Only successful candidates will be contacted.