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Executive Administrative Assistant Job in Kenya

Executive Administrative Assistant

Purpose of the Role

To ensure that the Director has support on ALL administrative and clerical tasks so the Director can focus on business issues.

Manage the Director’s diary and agenda, provide support to Direct Reports as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the Director’s office.

Duties/Responsibilities

The Director’s Communication
• Timely review of all incoming mail, and responding or re-routing to the correct respondents
• Timely and professional preparation of outgoing mail for the Director
• Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference
• Managing all internal and external queries and requests, responding and re-directing accordingly
The Director’s Calendar and Agenda
• Scheduling of meetings
• Distribution of the Director’s annual calendar to direct Reports
• Managing requests for meetings by key stakeholders or other outside parties
The Director’s Travel arrangements
• Arranging for all travel, hotel bookings and pick up
• Ensuring passport and visa’s are current and in good order
• Prepare detailed itineraries for use by the Director and his/her office
Preparation, facilitation and co-ordination of meetings with key stakeholders
• Arrange necessary accommodation
• Arrange necessary travel arrangements
• Co-ordinate relevant meetings, appointments and functions
• Arrange required venues
• Prepare detailed itineraries
• Assist in the development of background material for presentations
General Administrative Work
• Maintain internal TCCC contact details for use by the Director , and his/her office
• Maintain external contact details for key stakeholders
• Provide support for the Director’s activities
• Set up a system to ensure follow up and follow through on all project deadlines and responses
• Manage the Director’s Chauffer
• Prepare and manage the Director’s expenses – includes expense reports, and ensuring his/her credit card(s) are valid and paid for
• Liaise with facilities as necessary with regards to office requirements
• Manage filing and records
Management of Payments
• Complete all Director’s office financial transactions using SAP eg travel expenses, tickets, travel requests, holidays, etc
• Monitor Director’s offices budget– identify discrepancies and notify relevant team members as and when necessary
• Manage petty cash for visa renewals, passport renewals, gifts, flowers, and any other miscellaneous expenses
• Responsible for administration and tracking of Director’s office budgets
Required Experience
• 5-8 years working experience in customer service or related area
• Some related experience managing a senior managers office
• Advanced computer skills-MS Office, SAP, MS Project
Education
• University Degree
Please send your CV and remuneration details to: theleadrecruiter@gmail.com

Only shortlisted candidates will be contacted.

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