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Executive Assistant Job in Nairobi, Kenya

Job Title: Executive Assistant

Job Code: EA/S/141126
Number of Positions Open: 1

Reports To: General Manager, East & Southern Africa
Location:  Nairobi, Kenya

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.
Primary Responsibilities:
1. Priorities
  • Relieve management of administrative detail, all projects
  • Coordinate the  work flow of the General Management and management committee members
  • Update and chase delegated tasks to ensure progress to deadlines
  • Take initiative in manager’s absence
  • Keep projects on schedule
  • Maintain procedures manual to ensure consistent performance of routines
2. Communication
  • Compose correspondence and reports for own or General Manager’s signature
  • Arrange essential mails in priority action order for the General Manager
  • Check deadlines on incoming requests and put preliminary work in play
  • Process replies on own initiative or from bosses’ dictation or notes
  • Research, draft or abstract reports
3. Phone
  • Handle all inquiries within your capacity and feedback the GM where required
  • Arrange "callbacks" to protect the GM’s time
  • Provide back-up materials for callbacks
  • Route calls elsewhere as needed
  • Do phone surveys/inquiries as and when required
4. Appointments / Meetings
  • Prepare agenda in advance of scheduled meetings for the GM
  • Arrange meeting facilities
  • Act as recording secretary during GMs meetings when required and prepare action minutes
5. Confidentiality
  • Ensure that information and business matters are handled in the most discrete and professional manner.
6. Visitors
  • Screen visitors to control interruptions
  • Provide back-up data as needed
  • Arrange 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 tasks
7. Travel
  • Provide monthly reports of Management Committee on Travel to the General Manager
  • Arrange travel for the Management Committee through internal or external agents.
  • Arrange travel cash in advance
  • Prepare itinerary, trip file and supplies
  • Prepare 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.
8. Data Management
  • Develop organize, manage and protect records, making sure that there are stored in the most appropriate manner
  • Regularly update the records management index to enable you and your GM track and retrieve records in a timely manner.
9. Routines
  • Routinely re-order department supplies
  • Update mail/phone directories
  • Ensure that the facilities in the GMs office and general areas are in order and working perfectly.
10. Projects
  • Handle administrative details  of all projects assigned to you
11. Supervision
  • As 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 Dimensions
  • Candidate will be an ambassador and a front line customer service promoting the Company’s image and reputation
  • Candidate 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.
Skills and Certification:
  • Pleasant, articulate personality with excellent telephone ethics
  • Good measure of Assertiveness is required
  • Ability to work on own initiative
  • Good sense of humor and patience essential
  • Good computer Skills is essential
  • Good 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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