Position: Executive Assistant
Location: Nairobi
Job description
The successful candidate will ensure provide administrative
and secretarial support to the Director; ensuring day to day functioning of the
office; coordinating office management activities; managing the office’s
interface with other departments and external parties. Generally ensure duties
of the Director’s Office are carried out effectively and seamlessly.
Responsibilities
- Organise,
manage and run the Directors Office to include filter of incoming
visitors, correspondence, emails and telephone calls, highlighting urgent
and priority matters requiring the Director’s attention;
- Draft,
type and dispatch memoranda, acknowledge letters and responses to correspondence,
and follow up with relevant action officers;
- Proof
read routine documents prepared for the Director’s signature in
consultation with originating officers;
- Prepare
various reports for Director’s Office including creation of
spreadsheets, charts, databases, and application of relevant software;
- Draft
correspondence, speeches, presentations, and announcements from the
Director’s Office;
- Schedule
meetings between the Director and key stakeholders within and outside the
company and effectively manage the diary;
- Draft
agendas, compile and distribute relevant documents and briefings, take
minutes and maintain records for the Director’ meetings;
- Prepare
Board Papers on time in collaboration with other departments and
stakeholders;
- Maintain
and manage Executive Director action log across all organization
engagements both internal and external;
- Compile,
schedule and prioritise engagements, appointments, invitations, and other
requests for weekly dairy meetings;
- Make
travel arrangements for the Director, coordinating flights, accommodation
and other itinerary specifics;
- Coordinate
logistics and documentation for visiting delegations; and
- Provide
administrative support to the Director including preparation of
administrative forms and processing of requests.
Qualifications
- A
Bachelor’s degree in Management, Business Administration, Office
Management Secretarial Studies, Communication, Public Relations or related
disciplines;
- A
minimum of 7 years’ experience as Executive or Administrative Assistant to
a Director, Chief Executive Officer or Chief of Party preferably of an
international, multicultural organisation;
- Advanced
Information technology skills including word, excel, access, PowerPoint Ms
outlook; and
- Highly
developed analytical skills with ability to prepare, analyse and interpret
data and reports.
- Organizational
and planning skills;
- Superior
written and verbal communications skills in English and Swahili;
- Information
gathering and analytical skills;
- Problem
analysis and solving skills;
- Quick
judgment and decision-making ability;
- Self
initiative;
- Attention
to detail and accuracy;
- Interpersonal
skills;
- Highly
numeric;
- Communications
and negotiation skills; and
- Ability
to manage senior executives of the board and the management committee.
How to Apply
Send your updated CV to recruitment@sheerlogicltd.com
by 16th March 2020. Clearly
indicate the job title. Unemployed candidates who FIT the profile above are
encouraged to apply.
