Administrative Assistant
PACIS Insurance Company Limited was
incorporated in Kenya in October 2004 and is an initiative of the Catholic
Church, with a vision to be the icon of reliability and trustworthiness.
In pursuit of our strategic plan we
are seeking to recruit an Executive Assistant
Responsibilities
·
Completes a broad variety of
administrative tasks for the Managing Director including: managing an extremely
active calendar of appointments; completing expense reports; composing and
preparing correspondence that is sometimes confidential; arranging complex and
detailed travel plans, itineraries, and agendas; and compiling documents for
travel-related meetings.
·
Plans, coordinates and ensures the
Managing Director’s schedule is followed and respected. Provides “gatekeeper”
and “gateway” role, creating win-win situations for direct access to the CEO’s
time and office.
·
Communicates directly, and on behalf
of the Managing Director, with Board members, donors on matters related to
Managing Director’s programmatic initiatives.
·
Researches, prioritizes, and follows
up on incoming issues and concerns addressed to the Managing Director,
including those of a sensitive or confidential nature. Determines appropriate
course of action, referral, or response.
·
Provides a bridge for smooth
communication between the Managing Director’s office and internal departments;
demonstrating leadership to maintain credibility, trust and support with senior
management staff.
·
Works closely and effectively with
the Managing Director to keep him/her well informed of upcoming commitments and
responsibilities, following up appropriately.
·
Successfully completes critical
aspects of deliverables with a hands-on approach, including drafting
acknowledgement letters, personal correspondence, and other tasks that
facilitate the Managing Director’s ability to effectively lead the company.
·
Prioritizes conflicting needs;
handles matters expeditiously, proactively, and follows-through on projects to
successful completion, often with deadline pressures.
·
Serves as the Managing Director’s
administrative liaison to the Board of Directors
·
Assists board members with travel
arrangements, lodging, and meal planning as needed
·
Maintains discretion and
confidentiality in relationships with all board members
·
Adhere to compliance with applicable
rules and regulations set in bylaws regarding board and board committee
matters, including advance distribution of materials before meetings in
electronic/paper format.
·
Participates as an adjunct member of
the Executive Team including assisting in scheduling meetings and attending all
meetings
·
Assists in coordinating the agenda of
senior management team meetings and off-sites, and all staff meetings
Qualifications
·
Strong organizational skills that
reflect ability to perform and prioritize multiple tasks seamlessly with
excellent attention to detail
·
Very strong interpersonal skills and
the ability to build relationships with stakeholders, including staff, board
members and external partners
·
Expert level written and verbal
communication skills
·
Demonstrated proactive approaches to
problem-solving with strong decision-making capability Emotional maturity
·
Highly resourceful team-player, with
the ability to also be extremely effective independently
·
Proven ability to handle confidential
information with discretion, be adaptable to various competing demands, and
demonstrate the highest level of customer/client service and response
·
Demonstrated ability to achieve high
performance goals and meet deadlines in a fast paced environment
·
Forward looking thinker, who actively
seeks opportunities and proposes solutions
·
Bachelor’s degree required
·
Strong work tenure: five to 10 years
of experience supporting Executives
·
Proficient in Microsoft Office
(Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web
platforms.
How to Apply
If you believe you have what it takes
to deliver, please send us your detailed CV indicating your preferred area of
operation by 10th November 2017 to the following email address; hr@paciskenya.com
Only shortlisted candidates will be
contacted.