Personal Assistant
Job Summary: A personal assistant
(PA) works closely with senior managerial or directorial staff to provide
administrative support, usually on a one-to-one basis and often act as the
manager's first point of contact with people from both inside and outside the
organization.
PAs help managers to make the
best use of their time by dealing with secretarial and administrative tasks.
Duties and
Responsibilities:
- devising and
maintaining office systems, including data management and filing
- arranging
travel, visas and accommodation and, occasionally, travelling with the
manager to take notes or dictation at meetings or to provide general
assistance during presentations
- screening phone
calls, enquiries and requests, and handling them when appropriate
- Identify,
anticipate and prepare information requirement of the CEO for meetings,
appointments, presentations and follow up inward and outwards requests for
information, outstanding reports and correspondence.
- meeting and
greeting visitors at all levels of seniority
- organizing and
maintaining the CEO’s calendar or diaries and making appointments
- dealing with
incoming email, faxes and post, often corresponding on behalf of the
manager
- Arrange meeting
rooms for internal and external meetings as requested, and in advance for
recurring meetings
- Schedule team
meetings, prepare agenda and draft minutes
- carrying out
background research and presenting findings
- producing
documents, briefing papers, reports and presentations
- organizing and
attending meetings and ensuring the manager is well prepared for meetings
- Liaising with
clients, suppliers and other staff.
Key Skills and
Competencies:
- discretion and
an understanding of confidentiality issues
- Demonstrated
ability to meet deadlines in a fast paced environment
- Forward looking
thinker, who actively seeks opportunities and proposes solutions
- flexibility and
adaptability to juggle a range of different tasks and to work extra hours
to meet deadlines
- exceptional
written and oral communication skills
- excellent word
processing and IT skills, including knowledge of a range of software
packages
- ability to work
under pressure and to tight deadlines
- good
organizational and time management skills
- Highly
resourceful team-player, with the ability to also be extremely effective
independently
- ability to
research, digest, analyse and present material clearly and concisely
- excellent
interpersonal skills
- ability to work
on your own initiative
- honesty and
reliability
- attention to
detail
Education and
Experience
- degree in
management, administration, public relations secretarial studies or any
other business related course
- Five years or
more of experience supporting executive level, preferably in a non-profit
organization
- Proficient in
Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat,
and Social Media web platforms
Interested and qualified
candidates should their applications to kenyaoperations@gmail.com clearly
indicating the position on the subject line.
All applications should reach
us by 5th October 2016
