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Personal Assistant Job in Kenya

Alibhai Shariff 

Job Title:
 Personal Assistant
 
Department: Human Resources and Administration Department
 
Reports to: CEO
 
Direct Reports: None

Purpose: The purpose of Personal Assistant to the CEO is to proactively manage all aspects of the CEO’s schedule and general coordination of administrative functions in the CEO’s Office.

Key Responsibilities


Diary and travel management
  • Manage the diary of the CEO in a pro-active and efficient manner
  • Arrange meetings and set up equipment for the meetings as required
  • Organise client meetings and external conferences as required
  • Schedule and manage the international travel of the CEO 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 CEO 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 CEO
  • 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 CEO personal utility bills including electricity, water, subscriptions, Cable and phone etc
  • Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate
  • Composing routine correspondence
  • Sort CEO 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 CEO office utilities and ensure purchase of replenishments on weekly basis
  • Maintain records of expenses related to operations of the CEO office reconcile and get re-imbursement.
Other duties
  • To ensure efficient communication and follow up on issues that requires interdepartmental coordination by engaging actively with the various heads of departments.
  • Schedule on behalf of the CEO meetings between him and his direct reports and the committees or groups to which he is a member.
  • Interact courteously with company contacts and offer excellent customer service to project a positive company image.
  • Ensure guests meeting with the CEO are well taken care of and assisted.
  • Any other duties that may be given from time to time.
Work and Business Contacts:
 
Internal
  • Second Tier Managers
External
  • External vendors
  • Business partners
  • Local Auditors/Lawyers
  • Local authorities
Critical Qualifications / Skills / Experience
  • KCSE Certificate and Post High School Diploma.A degree will be an added advantage
  • Ability to manage and prioritise internal / external demands on CEO’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 CEO’s diary and emails
  • Able to be diplomatic and discrete at all times
  • Proficiency in MS Office
Learning Opportunities:
 
In this position, the incumbent will have an opportunity to acquire skills and knowledge in the following areas:
  • Supervisory skills
  • General administration
Relevant next career steps might be:
  • General management
How to Apply

Send your CV to hr@alibhaishariff.co.ke

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