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Personal Assistant Job in Kenya (80K)

Job Title: Personal Assistant 
Department: Human Resources and Administration Department
Reports to: Managing Director
Salary: 80K Gross

Our client is a leading cereal manufacturer and importer. 

They seek to hire a Personal Assistant to the Managing Director to proactively manage all aspects of the Managing Director’s schedule and general coordination of administrative functions in the MDs Office.

Key Responsibilities

Diary and travel management
  • Manage the diary of the MD in a pro-active and efficient manner
  • Arrange meetings and set up equipment for the meetings as required
  • Organize client meetings and external conferences as required
  • Schedule and manage the international travel of the Managing Director to their exact requirements and specifications – Ensuring flights, accommodation, itinerary, air miles accounts etc are in order
  • Ensure that all relevant documentation for meetings, travel and tasks are prepared well in advance and liaise with relevant parties to ensure that information is thorough
  • Ensure the MD is fully briefed on and prepared for any engagements he is involved in.
Administration and filing
  • Maintain an accurate record of papers and electronic correspondence on behalf of the MD
  • Take minutes at meetings accurately and type these into a formal document as required
  • Draft correspondence, take dictation, and type/prepare documents and reports ensuring that spelling, punctuation and format are correct
  • Preparation of information, briefs, summaries and background information required for all meetings
  • Compilation of relevant reports and presentations as directed
  • Ensure prompt payment of all MD personal utility bills including electricity, water, subscriptions, Cable and phone etc
  • Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate
  • Composing routine correspondence
  • Sort MD mails and reports and draw his attention to actionable priority.
  • Maintain secure filing system for safe custody of company documents and ease of retrieval.
  • Supervise MD office utilities and ensure purchase of replenishments on weekly basis
  • Maintain records of expenses related to operations of the MD office reconcile and get re-imbursement.
Qualifications, Skills and Experience
  • Degree in Business Administration, or any relevant degree.
  • 3 – 4 years of experience in the same position
  • Ability to manage and prioritise internal / external demands on MD’s time
  • Excellent organisational skills with the ability to multi-task and prioritise
  • Outstanding interpersonal skills (face to face and on the telephone)
  • Accuracy and attention to detail, particularly in the management of MD’s diary and emails
  • Able to be diplomatic and discrete at all times
  • Proficiency in MS Office
If you are up to the challenge, posses the necessary qualification and experience, please send your CV only quoting the job title on the email subject (Personal Assistant (80K gross)) to before Friday 17th July, 2015.

Kindly indicate current/last salary on your CV

N.B: We do not charge any fee for receiving your CV or for interviewing

Only candidates short-listed for interview will be contacted.

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