Duma Works is recruiting an Executive
Assistant for one of our clients.
The hiring company is a
leading provider of top-notch, cutting edge, creative digital content in
Nairobi Kenya
Position Description: The individual in this position reports to the Chief Executive Officer and performs confidential, executive, secretarial & administrative duties as assigned.
Position Description: The individual in this position reports to the Chief Executive Officer and performs confidential, executive, secretarial & administrative duties as assigned.
Executive, Secretarial &
Administrative Duties
- Manages the
day-to-day administrative affairs of the Chief Executive’s office,
scheduling all appointments, conferences and speaking engagements and
other commitments; handles changes or cancellations as deemed necessary
and appropriate.
- Provides the
Chief Executive Officer with background information, meeting summaries and
supporting documents in preparation for scheduled appointments, meetings
and speaking engagements; maintains and tracks a detailed priority list of
projects and engagements
- Maintains an
efficient flow of information between all levels of the company including
internal and external contacts on a wide spectrum of plans, projects and
priorities
- Screens
incoming calls to the Chief Executive’s office, determining the nature of
calls and whether or not they require the attention of the Chief Executive
Officer, takes messages and maintains contact lists and whenever possible
responds to callers directly based on the knowledge of the Chief Executive
Officer’s preferences, office functions, policies, priorities and
availability
- Processes all
incoming correspondence received in the office of the Chief Executive
Officer, prioritizing and determining its disposition.
- Directs mail to
appropriate internal staff with instructions and suggestions for preparation
of a reply.
- Determines
which correspondence can be handled by self and takes initiative in
drafting responses for the Chief Executive Officer’s signature based on
knowledge of activities, interests, priorities and issues. Follows the
same procedures for electronic mail
- Reviews,
proofreads, and formats all correspondence prepared for the Chief
Executive Officer’s signature to ensure accuracy and completeness, as well
as consistency with the company’s policy standards and exercises good
judgment in following up with staff to ensure deadlines are met on
documents requiring the Chief Executive Officer’s signature
- Handles
confidential and sensitive information with poise, tact, and diplomacy;
- Schedules and
organizes all activities such as meetings, travel, car services, and
company activities for the Chief Executive Officer
- Manages all
company guests and handles all of their needs for the duration of their
stay;
- Produces
meeting summaries and maintains and tracks the Chief Executive Officer’s
priority lists of projects and other board memberships and
responsibilities
- Serves as a
liaison with other departments, partner companies, affiliate
organizations, government offices, other agencies and senior level staff
- Handles all
business finances, reconciles credit card statements and manages all
expense reports in a timely manner
- Liaises with
the company’s accountants & auditors for the production and approval
of monthly, half yearly and annual reports on the performance of the
company
- Works
independently and within a team on special and ongoing projects when
necessary;
- Photocopies,
scans, posts or emails information as needed or requested
- Processes
certain recurring invoices relating to the company’s business
- Maintains files
used by the Chief Executive Officer and company on an ongoing basis,
modifying when necessary; applying company rules pertaining to retention
and disposition
- Arranges, in
conjunction with other departments, special events sponsored by the
company or the Chief Executive Officer
- Prepares annual
business plan documents for the brands of the company and quarterly
business plan reports. Assists with development of the company’s budgets
- Performs any
other duties as may be required or assigned by the Chief Executive Officer
Qualifications, Knowledge,
Skills, Competencies and Experience:
- A high level of
discretion, tact, judgment, and poise and must have a solid aptitude for
customer service.
- Duties are
highly confidential and require comprehensive knowledge of the policies
and operations of the organization.
- The individual
works both independently and as a team player under general instructions
on a wide variety of special projects.
- The individual
will exhibit a high degree of the ability to work well with the
management, staff, clients, associate consultants & other stakeholders
aligned to the organization.
- High degree of
skill in grammar, spelling and punctuation are essential.
- Requires
excellent computer skills. Well conversant with IT & all programs
related to Microsoft Office. Familiarity and experience with spreadsheet
software also desirable.
- In-depth
Knowledge of Administration matters, Marketing, Diplomacy and PR is
desirable
Education and Experience
- Diploma /
Bachelor Degree in Business Administration
- At least 3
years work experience in a busy office.
Special demands / skills
& personal attributes
- Professionalism
- Top-notch
people skills: The ability to control, nurture and manage interpersonal
skills & business relationships with the Board of Directors, clients,
partners, consultants, suppliers, employees and other stakeholders aligned
to the company
- Capable of
handling difficult situations without losing control
- Self-driven
& results oriented
- Ambitious
- Focused and
performance oriented
- Initiative
- Honest and
Trustworthy
- Possess
cultural awareness and sensitivity
- Diligence
- Attention to
detail
- Ability to keep
information obtained in the conduct of the business of the company private
and confidential
How to Apply
A Cover Letter and a detailed CV are to be sent by email to apply@dumaworks.com marking the subject as “2405”, Your Full name & Phone number e.g. 2405 Barack Obama, +2547xxxxxxxxx.
A Cover Letter and a detailed CV are to be sent by email to apply@dumaworks.com marking the subject as “2405”, Your Full name & Phone number e.g. 2405 Barack Obama, +2547xxxxxxxxx.
If you don’t follow these
instructions, your application will not go through.
All applications without a
Motivation Letter will not be considered.
Deadline for receiving applications: 20th September 2016
N.B. When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over email or SMS. The test may not arrive immediately. Please be patient. The test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.
Deadline for receiving applications: 20th September 2016
N.B. When applying to any job through Duma Works, you can expect that after you apply, you will receive a confirmation email, and then an SMS alert asking you to take a basic screening test over email or SMS. The test may not arrive immediately. Please be patient. The test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test, and if you ever have any issues with the process, please reach out to 0702093793.
If you apply and don’t meet these minimum qualifications, we won’t be able to
forward your application to the employer. This is to save both you and the
employer time and make sure you both find the best match.