Executive Assistant Job Vacancy in Kenya

Post Title: Executive Assistant
 

Reporting To: Group Managing Director  
 

Division / Department: Executive Department

Job Purpose: To provide administrative support to the Group Managing Director (“GMD”) and ensure good customer care service to visitors within the Executive department and efficient running of the office of the Group Managing Director.

Principal Accountabilities

• Maintain an overview of the GMDs portfolio of work to help manage his workload and efficiently organize his day;
• Manage and organize the GMD’s diary and schedule appointments while ensuring required Group Managers/ MDs and other Managers/staff are briefed and diarized, appropriate briefing of GMD about new appointments, ensuring adequate preparations for meetings/appointments and may prepare a summary of the papers.
• Produce high quality documents, reports, presentations and research material for GMDs use and review – includes drafting and/or reviewing documents prior to final review by the GMD to ensure quality and brand alignment
• Coordinate and organize executive and management meetings chaired by the GMD – Agenda, collating and circulating reports, and follow up GMD’s action points.
• Handle communication and correspondence to and from the GMD appropriately – telephone calls, emails and general correspondences; including drafting and issuing forms of correspondence agreed upon with the GMD.
• Manage key clients and business partners relations and requests/inquiries - liaise with relevant managers to ensure requests are addressed and keep GMD informed and if need be refer more difficult/complex issues to the GMD.
• Coordinate Corporate Affairs and Communication initiatives for the office of the GMD including coordination of CSR initiatives through the Group Foundation; liaise with Group Corporate Affairs & Communication department in organization of events/occasions;
• Schedule and confirm travel itinerary and arrangements for the GMD ensuring the GMD is adequately prepared for travel and meetings thereof.
• Maintain up-to-date files and records that are relevantly archived for quick retrieval and follow up; and ensure the safety and confidentiality of such records.
• PA to the GMD and ensure that in the absence of the Group MD that urgent issues are attended to.
• General management of the office of the GMD.

Qualifications, Skills and Competencies

• A Bachelor's degree in business management or a related field.
• A minimum of  5 years working experience in  Executive Administration for a busy MD or Director level Corporate environment.
• Advanced Level Competence in Microsoft Office tools, i.e. Word, Excel, PowerPoint.
• Teamwork.
• Excellent Communication and Interpersonal Skills.
• Good Organization and Negotiation Skills.
• Ability to maintain confidentiality of records and information.
• Self-driven individual with the discipline to deliver within agreed timelines.
• Other individual tasks as assigned by the GMD which are in the nature of the job description or result out of necessity of the business.

Application Procedure:

Applicants should email their cover letter and CV with names of three referees who can provide confidential assessment of their capabilities. 

Indicate on your CV your current and expected salary.

All communication relating to application for these positions should be addressed to: 

therecexpert@gmail.com 

On the subject matter of the email, ensure you indicate the position you are applying for.

Applications should be received by 30th January 2015.

Please note only shortlisted candidates will be contacted.