Executive Assistant Job in Nairobi, Kenya
Job Title: Executive AssistantReports To: General Manager, East & Southern Africa
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.
Relieve management of administrative detail, all projectsCoordinate the work flow of the General Management and management committee membersUpdate and chase delegated tasks to ensure progress to deadlinesTake initiative in manager’s absenceKeep projects on scheduleMaintain procedures manual to ensure consistent performance of routinesCompose correspondence and reports for own or General Manager’s signatureArrange essential mails in priority action order for the General ManagerCheck deadlines on incoming requests and put preliminary work in playProcess replies on own initiative or from bosses’ dictation or notesResearch, draft or abstract reportsHandle all inquiries within your capacity and feedback the GM where requiredArrange "callbacks" to protect the GM’s timeProvide back-up materials for callbacksRoute calls elsewhere as neededDo phone surveys/inquiries as and when requiredPrepare agenda in advance of scheduled meetings for the GMArrange meeting facilitiesAct as recording secretary during GMs meetings when required and prepare action minutesEnsure that information and business matters are handled in the most discrete and professional manner.Screen visitors to control interruptionsProvide back-up data as neededArrange 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 tasksProvide monthly reports of Management Committee on Travel to the General ManagerArrange travel for the Management Committee through internal or external agents.Arrange travel cash in advancePrepare itinerary, trip file and suppliesPrepare 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.Develop organize, manage and protect records, making sure that there are stored in the most appropriate mannerRegularly update the records management index to enable you and your GM track and retrieve records in a timely manner.Routinely re-order department suppliesUpdate mail/phone directoriesEnsure that the facilities in the GMs office and general areas are in order and working perfectly.Handle administrative details of all projects assigned to youAs 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 DimensionsCandidate will be an ambassador and a front line customer service promoting the Company’s image and reputationCandidate 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.Candidate must have At least 5 years’ experience in a secretarial/ administrative role, previous experience of switchboard and reception work desirable.Pleasant, articulate personality with excellent telephone ethicsGood measure of Assertiveness is requiredAbility to work on own initiativeGood sense of humor and patience essentialGood computer Skills is essentialGood 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.
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