Personal Assistant to the Managing Director Job in Kenya

Job Title: PA to the MD

 
Reports To: Managing Director

Location: Kenya

Purpose
 

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.

Key Accountabilities

• Manage and maintain the MD’s diary and email account.
• Dealing with correspondence, writing letters, emails and daily management of outgoing mail. 
• Prepare correspondence on behalf of the MD, including the drafting of general replies.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
• Ensuring prompt and effective communication between company departments and the Managing Director.
• Assist the MD to prepare reports, memos and presentations.
• Conduct research as required for various reports, projects, general information and business plans.
• Prepare data / information for consideration prior to meetings and presentation during meetings for and on behalf of the MD.
• Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
• Arranging and booking travel and accommodation, managing visa and documentation and ensuring transfers arranged for the MD for his travel. Arranging social events as and when required.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
• Prepare correspondence on behalf of the MD, including the drafting of general replies.
• Minute taking, distributing minutes of meetings and following up actions identified at meetings
• Devising and maintaining office systems, including data management and filing. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
• Updating the contacts database with relevant contacts from the industry, marketing activities and customer/client meetings.
• To provide a high level of customer services to internal and external contacts, Ensure guests meeting with the MD are well taken care of.
• Provide a service that is in line with the MD’s work habits and preferences.
• Anticipate and identify potential problems in relation to issues arising, particularly when priorities can change at very short notice. Use own initiative to undertake action to minimize disruption to the scheduled workload.
• Perform other ad-hoc tasks for the organization that may be deemed necessary.

Education and Experience:

• Bachelors Degree in business oriented field or social sciences.
• Computer Literate (MS Office, Excel, PowerPoint).
• Experience of successfully working with senior management.
• Minimum of four years experience as a PA/Secretary
• Competencies and Requirements
• Interpersonal skills
• Communication Skills
• Planning & Organizing skills
• Problem solving skills
• Understanding of the business
• IT fluency

If you possess the above qualifications and the drive to meet exciting challenges, Please send your CV and remuneration details to: therecexpert@gmail.com   

Please indicate the position you are applying for in the subject matter of the email.

Applications should be received by 16th August 2013. 

Applicants earning more than Kshs 70,000 need not apply.

Only shortlisted candidates will be contacted.