Personal Assistant Job in Nairobi, Kenya

Position: Personal Assistant

Department:
Operations

Reports To:
 CEO and Senior Management

The Organisation
: ALN is an alliance of independent top tier African law firms. It is the largest grouping of its kind in Africa, with close working relationships across its members and an established network of Best Friends across the continent. ALN’s firms are committed to working together to provide extensive coverage and on-the-ground experience.
 

The Position: The role will be reporting primarily to the CEO and to the 2 senior Managers in ALN while also working very closely with the whole ALN team. 
 

This position will be part of a small and dynamic performance-orientated team, based in Nairobi. The role will involve constant liaison and communication with the team members and key ALN stakeholders in our member firms across 12 countries. 

We are looking for an experienced professional to support in ensuring the smooth running of ALN headquarters operations alongside the team.
 
The Ideal candidate possesses superior skills in quickly adapting to a very agile and flexible environment, possess excellent communication and stakeholder management skills and must be a team player.  

Strong writing skills are essential for this role.

The successful candidate will work directly with strategic decision makers.

Description of Duties

Responsibilities include but are not limited to the following:

Provide office support services in order to ensure efficiency and effectiveness within ALN
  • Coordinating ALN staff travel itineraries, making hotel reservations, arranging for airport transfers 
  • Setting up calendar invites and conference calls with proper information on upcoming meetings/events and ensuring all concerned parties have been invited on time
  • Overseeing the website and intranet – uploading alerts, profiles, publications/news and any other as needed
  • Open, date and stamp all general correspondence
  • Assist in the planning and preparation of meetings, conferences and conference telephone calls
  • Respond to client inquiries
  • Provide administrative secretarial support to the team
  • Communicating to internal and external clients via telephone and face-to-face in a professional manner
  • Drafting and responding to internal and external emails and correspondence free of any errors and in good time
  • Scheduling and attending internal ALN meetings, taking minutes and ensuring the same are circulated out to the attendees in good time
  • Support with ALN reception duties
  • Organise ALN headquarters lunch, events alongside the operations department
Perform clerical duties to maintain ALN administration
  • Develop and maintain a current and accurate filing system for all ALN correspondence and invoices
  • Monitor and maintain an adequate inventory of office supplies and equipment
  • Coordinate the repair and maintenance of office equipment
  • Maintain an up to date database of all suppliers.
  • Ensuring things like toners, cartridges don’t completely run out before requesting for the next purchase
  • Sourcing and ordering stationery and office equipment
Support the CEO, HOO and HBD
  • PA to CEO, Head of Operations, Head of Business Development and other staff as requested
Confidentiality
  • Perform to earn full confidence of entire team including external clients;
  • Assure discreet handling of all business.
Required Background and Experience
  • Minimum 3 years’ experience in a similar role
  • Professional qualification in secretarial, communication or similar area
  • Efficient user capabilities in Excel, Power Point and MS Word as a minimum
  • High sense of urgency and drive
  • High attention to detail
  • Good business understanding
  • Excellent problem-solving and communication skills
  • Result-oriented with focus on quality
  • Strong team player
  • Excellent writing skills
Applications should be sent to xantiarecrtuiment@gmail.com with the position as the subject matter of the email. 


Applications should be submitted by close of business 22nd January 2014