Position: Personal Assistant Events
Location: Nairobi
Job Description
Ital GLOBAL – We are a comprehensive Human Capital and Quality Management Consultancy firm dedicated to helping organizations just like yours with their HR and Quality Management requirements. We believe in creating productive and fruitful relationships with our clients by adding value to your business to ensure that you get the very best return on your Human Capital spend. Our Human Capital solutions, advice and guidance are uniquely designed and shaped around your exact requirements and objectives.
They will fit with your culture and the business challenges that you currently face.Our Client is looking
for a competent and professionalPersonal Assistant to work in the
Administration Department. The Role reports to the Director. The Personal
Assistant is expected to offer personalized and administrative support in a
well organized and timely manner. The role generally involves handling of
variety of tasks on a one to one basis with the MD in her working life and
communication.
A leading and busy
events planning and management company that has resources and equipment to
bring events from mere ideas to reality. The firm is involved in every aspect
of planning and executions letting their clients focus on their core business.
The purpose of this
position is to act as a point of contact between the MD and internal /external
clients, Screening and directing phone calls and answering emails. This will
position requires handling requests and queries appropriately.
Qualifications
- Diploma from a recognized institution in Business
Administration, Secretarial or Public Relations or any other related
fields.
- Proficiency in Ms Office with working knowledge of
digital marketing.
- At least 3-5years relevant and proven work
experience in a similar industry.
- Have knowledge of office management, systems and
procedures
- Must be up to date with the latest gadgets and
applications
- Team Leadership Skills with exceptional people
skills
- Awareness of the statutory and licensing
responsibilities applicable. e.g Safety, First Aid, Motor Vehicle
regulatory requirements e. g advertising on vehicles, carrying heavy loads
e.t.c
- Great Interpersonal Skills.
- Excellent Organization and time management skills.
- Keen on detail with a high degree of accuracy.
- Outstanding oral and written communication skills
- Ability to be objective, Maintain confidentiality
- Great negotiation skills.
- In-depth knowledge of the industry and its current
events.
- The ability to handle pressure and meet deadlines.
- Skill in prioritizing
- Perform a variety of duties often changing from
one task to another of a different nature without loss of efficiency or
composure.
- Accept responsibility for the direction, control
and planning of an activity.
- Must be flexible and adaptable
- Have ability to be proactive and take initiative
- Have tact and diplomacy
- Work independently
- Relate to others in a manner that creates a sense
of teamwork and co-operation.
- Maintain effective communication with colleagues,
both junior and senior.
- Reliable and great attention to details
- Honesty and integrity
- Ability to multi task and prioritize daily
workload
- Exceptional multi tasking and stress management
skills essential for this position
- Strong customer service skills
- Flexibility is an added advantage
- Respond appropriately to environmental and safety
hazards and function effectively in emergency situations.
- Utilize systems effectively to ensure economical
use of equipment and supplies.
Responsibilities
- Acting as a point of contact between the MD and
internal/external clients
- Managing diaries and organizing meetings and
appointments often controlling access to the MD’s office
- Booking and arranging travel, transport and
accommodation
- Organizing events conferences for the MD’s
attendance
- Reminding the MD of important tasks and deadlines
- Typing, compiling and preparing reports,
presentations and correspondence
- Managing databases and filing systems
- Implementing and maintaining
procedures/administrative systems liaising with staff, suppliers and
clients
- Collating and filing expenses
- Time and daily management of the MD
- Typing quotations and making follow-ups
- Assist in preparations of proposals and tender
documents and presentations
- Handle enquires and ensuring accurate information
is given in a professional manner
- Ensuring the MD’s office and board room are always
clean and well organized
- Conduct business research when the opportunity
presents itself to find ways to improve employee morale and boost
productivity working to cut costs without sacrificing quality
- Coordinate and submit monthly reports
- Run day to day errands to coordinate special
events, including conferences, quarterly meetings and business luncheons
- Maintain organization and pay attention to detail
throughout the day and to ensure all documents and important contracts are
filed and marked appropriately
- Produce reports, presentations and briefs
- Devise and maintain office filing system
- Assist in sourcing items from suppliers when
needed
- Attending meetings with the MD when required
- Keep updated with the events happening in the
country and in the world
- Home and personal life maintenance tasks from time
to time
- Miscellaneous tasks to support the MD
- Provide basic and accurate information in person
and via phone/email
- Any other duty assigned
- Handle social media pages for the MD
Key Performance Indicators
& Reports
Daily, weekly, monthly
and quarterly reports are to be produced based on the key performance
indicators which should indicate prospective callers converted into sales,
customer satisfaction levels especially based on social media responses ,
improved productivity and improved sales.
How to apply
Interested applicants
should send their detailed CV and Cover Letter quoting the job title (PERSONAL ASSISTANT-EVENTS) as subject to
reach us not later than 21st October 2020 to careers@italgloballtd.com stating the
current pay and expected salary. Only the shortlisted candidates will be
contacted. Interviews will be conducted on a rolling basis.