Personal Assistant to the MD
Company Description
Our client is a well renowned travel and tours company based in
Kenya with over 60 years experience in the industry.
- To
effectively manage the MD’s diary by prioritizing meetings and
appointments to fit in with organizational priorities
- Ensuring
regular activities are diarized and busy diary commitments, papers and
transport 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.
- Arranging
required meetings, coordinating attendees, room bookings and refreshments
- Preparing
and circulating agendas and papers in advance of meetings
- Minute
taking, distributing minutes of meetings and following up actions
identified at meetings
- Ensure
the MD is fully briefed on, or prepared for, any engagements the MD is
involved in
- 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.
- Ensuring
prompt and effective communication between company departments and the
Managing Director.
- Updating
the contacts database with relevant contacts from the Travel industry,
marketing activities and client meetings.
- Dealing
with referrals, contracts and procurement in the absence of the MD keeping
her informed and updated at all times. Researching, requesting and
collating information on behalf of the MD.
- 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 minimise disruption to the scheduled
workload.
- Maintain
the meeting room and boardroom diary, ensuring the meeting room and board
rooms are well stocked and prepared for occupancy.
- 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.
- Arranging
and booking travel and accommodation, managing visa and documentation and
ensuring transfers arranged for the MD (and family) for her travel.
Arranging social events as and when required.
- Respond
to job application emails as much as possible, dealing with appointments,
requiring Bio or photos etc
- Filter
general information, queries, phone calls and invitations to the MD by
redirecting or taking forward such contact as appropriate.
- To
provide a high level of customer services to internal and external
contacts, Ensure guests meeting with the MD are well taken care of.
- To
attend supervision, training and meetings as and when required. You may be
required to perform other ad-hoc tasks for the organisation that may be
deemed necessary.
- Providing
administrative and accounting support to for financial and procurement
requirements e.g. expenses, ordering stationary etc
- Supporting
the Transport Department with management of transfer vouchers and assisting
with Invoicing.
- Supporting
the Sales and Markeing Team in their preparations and submissions for
RFPs. Specifically around printing and formatting documents and helping
with ad hoc requests
Qualifications
- Educated
to degree level (A' level education considered)
- A
minimum of four years experience as a PA/Secretary
- Computer
Literate (MS Office, Excel, PowerPoint)
- Experience
of diary management/researching and booking of travel and accommodation
(essential).
- Experience
of successfully working with senior management (essential)
Additional Information
How to Apply:
Please follow this link to submit your application:https://www.smartrecruiters.com/PeopleFitAfricaLimites/71294965-personal-assistant-to-the-md-pa-cw-01-2013-
Only shortlisted candidates will be contacted