Executive Assistant Job in Mombasa

Provides a total logistics management package, including international forwarding, ship and aircraft chartering, export packing and consolidation, inventory management, inland haulage, project transportation management, customhouse brokerage, marine agency services, project development and heavy equipment leasing and has branches in Kampala, Juba, DRC, Somalia, Germany, Dubai etc.

Location: Mombasa

Executive Assistant

Job Profile and Description

An executive assistant must have a high degree of business sense and a great influencing ability to persuade people in behalf of his boss or the executive.

The executive assistant should be able to do less important executive jobs, should know how to manage and handle company projects.

He/ she should also be able to carry himself/herself well in business conferences and meetings, as he will be required to represent the executive in important business functions and communications with important people.

Aside from these crucial roles of an executive assistant, he must be able to perform less menial tasks such as correspondence management, preparing company communications and research.

He must also be able to know his executive well, as he will be deciding which of the listed appointments in a day or week are most appropriate for his executive superior to attend to.

The executive assistant in this role is the one allocating the executive’s time.

Duties and Responsibilities

• Serve as the primary support personnel to the executive the executive assistant is assigned to.
• Should possess an in depth knowledge of the executive’s taste and preferences to be able to plan his schedule according to his desired order.
• Provide executive support on matters relating to the executive’s chief obligations and mandates.
• Coordination of the executives schedules including internal and outside obligations.
• Arranging meetings and conferences, handling communication and travel arrangements, and processing related functions and documentations.
• Coordination and prioritization of the executive’s daily appointments and business obligations.
• Call processing. The chief executive should be able to refer incoming calls to the respective employee or department while ensuring that appropriate calls are the only one that goes through to the executive. He should also follow up on communications emanating from his superior’s office or department.
• Works efficiently with administrative assistants, which provide support for the executive employee.
• Comes up with ideas that will streamline work and identifies incidents that require immediate attention in the organization.
• To prepare the Chief Executive for all internal/external meetings i.e. researching organization/individuals, briefing on “synergy” and possible new joint working opportunities which might result from this meeting so as to maximize new business opportunities for company.
• To manage the Chief Executive’s workload, act as gatekeeper and follow up meetings, external contacts, ideas for new business etc;
• To ensure the general maintenance of reference material for bids/proposals
• To work closely with the CEO to ensure that all projects and contracts are up to date and ensure relevant managers produce monthly management reports for the Chief Executive outlining progress on all projects
• To create and manage the Chief Executive’s filing system in relation to new business opportunities and external contacts.

Requirements

• Qualified to Degree Level or equivalent.
• Five years’ experience as an Executive Assistant, in support of a senior manager.
• Substantial experience and a proven track record of delivering continuous improvement.
• High level experience of staff management.
• Excellent Excel skills.
• Excellent organization, writing and interpersonal skills.
• Excellent presentation skills together with the ability to think on your feet.
• Knowledge and sound understanding of basic accounting
• Ability to prepare management and other reports as necessary to a high standard.
• The ability to pay high attention to detail to ensure that high quality work leaves the organization;
• Ability to work under pressure to tight deadlines and coordinate the input of others in these circumstances.
• Ability to work effectively with a range of partners and stakeholders.
• The ability to work in a discreet manner, maintaining confidentiality.

To apply for this position send your CV to mycv@myjobseye.com quoting the position in the subject line.

Kindly also mention your current/ last salary and benefits.

Only shortlisted candidates will be contacted