Executive Assistant Job in Nairobi, Kenya

Job Title: Executive Assistant

Job Code: EA/S/141126
 

Number of Positions Open: 1

Reports To: General Manager, East & Southern Africa
 

Location:  Nairobi, Kenya

Closing Date: Open Until Filled

Summary: Our client is recruiting an Executive Assistant to assist the Management team in managing, identifying and directing the implementation of the business strategy.
 

Primary Responsibilities:
 

1. Priorities

• Relieve management of administrative detail, all projects
• Coordinate the  work flow of the General Management and management committee members
• Update and chase delegated tasks to ensure progress to deadlines
• Take initiative in manager’s absence
• Keep projects on schedule
• Maintain procedures manual to ensure consistent performance of routines

2. Communication

• Compose correspondence and reports for own or General Manager’s signature
• Arrange essential mails in priority action order for the General Manager
• Check deadlines on incoming requests and put preliminary work in play
• Process replies on own initiative or from bosses’ dictation or notes
• Research, draft or abstract reports

3. Phone

• Handle all inquiries within your capacity and feedback the GM where required
• Arrange "callbacks" to protect the GM’s time
• Provide back-up materials for callbacks
• Route calls elsewhere as needed
• Do phone surveys/inquiries as and when required

4. Appointments / Meetings

• Prepare agenda in advance of scheduled meetings for the GM
• Arrange meeting facilities
• Act as recording secretary during GMs meetings when required and prepare action minutes

5. Confidentiality

• Ensure that information and business matters are handled in the most discrete and professional manner.

6. Visitors

• Screen visitors to control interruptions
• Provide back-up data as needed
• Arrange amenities as needed for business meeting pertaining to the GM and Management committee in irrespective of the location
• Reduce traffic and rescue the GM from meetings that may not be considered as important for the business at the given time.
• Schedule visits away from the GM’s area to protect priority/private tasks

7. Travel

• Provide monthly reports of Management Committee on Travel to the General Manager
• Arrange travel for the Management Committee through internal or external agents.
• Arrange travel cash in advance
• Prepare itinerary, trip file and supplies
• Prepare expense report tools for the GM and the Management Committee as required.
• Complete expense reports after trip the GM and the Management Committee as required.

8. Data Management

• Develop organize, manage and protect records, making sure that there are stored in the most appropriate manner
• Regularly update the records management index to enable you and your GM track and retrieve records in a timely manner.

9. Routines

• Routinely re-order department supplies
• Update mail/phone directories
• Ensure that the facilities in the GMs office and general areas are in order and working perfectly.

10. Projects

• Handle administrative details  of all projects assigned to you

11. Supervision

• As required, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff.
• At the advanced levels, office administration is about METHODS for handling work; it requires a constant audit.

Additional Information: Role Dimensions

• Candidate will be an ambassador and a front line customer service promoting the Company’s image and reputation
• Candidate must have a good knowledge of company vision, strategy, policies, products, services sites, departments, activities and personnel in order to deal quickly and efficiently with enquiries.

Experience:

• Candidate must have At least 5 years’ experience in a secretarial/ administrative role, previous experience of switchboard and reception work desirable.

Skills and Certification:

• Pleasant, articulate personality with excellent telephone ethics
• Good measure of Assertiveness is required
• Ability to work on own initiative
• Good sense of humor and patience essential
• Good computer Skills is essential
• Good education up to OND level is the minimum requirement.

How to Apply:

Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by clicking on:Executive Assistant

Kindly include your current and expected remuneration in your resume.