Title: Executive Personal Assistant
Industry: Not for Profit
Location: Nairobi, Kenya
Reporting: Mid-level
Job Purpose
The Executive Assistant will provide governance, technical, administrative and clerical support to the Regional Director – East Africa through the timely and accurate collection and sharing of information directly related to the activities of the Director on a day-to-day basis.
Duties and
Responsibilities
- Takes responsibility and full ownership of office
organization, project management, deadline compliance, and important
documents and files.
- They will be the first point of contact in the
Regional Director’s office, preparing meeting briefs and Communicating to
staff on behalf of the Director, working closely with all the department
heads across the organization and the board.
- Coordinating meetings with the Director and
Department heads on weekly basis, including tracking the Director’s to-do
list, travel plans, events and general calendar management.
- Manage meetings by collating various reports,
analyzing and keeping track of actions; tracking meetings based on
previous discussions and follow up action points.
- Manage internal and external stakeholders while
maintaining customer confidence and protecting company operations by
keeping information confidential.
- Conduct related research to support strategic and
business planning, whilst updating & managing risks associated with
the organizations’ operations.
- Provides historical reference by developing and
utilizing filing and retrieval systems, continuously improving the
efficiency of the filing system.
- Management of procurement of items as required
including identifying relevant suppliers, sourcing quotations, finalizing
terms and follow up.
- Prepare annual estimates of expenditure, maintain
budgetary and inventory controls and make recommendations for the Director’s
office.
- Study current system capabilities and practices
then design and recommend modifications and improvements.
Skills &
Qualifications
- Hold a Master’s Degree in Business Administration
or Bachelor’s degree in Business/ Human Resource/ Psychology or related
field of study.
- Must have 8+ years’ experience in administration,
supporting Senior Managers managing a busy diary with multiple pressing
deadlines.
- Demonstrate knowledge of project management tools,
budgeting, report writing with advanced MS Excel skills is preferred.
- Be committed to self-development by expanding
their professional and technical knowledge, including attending
educational workshops and establishing career networks.
- Ability to perform daily, weekly and monthly
reviews and analyses of current processes using operational metrics and
reports.
- Ability to maintain professionalism even under
stressful situations, demonstrating superior conflict resolution skills.
- Use initiative, show flexibility and be adaptable
to the changing demands of the organization
- Demonstrating good command of English; maintain
punctuality and be an efficient time manager.
- Ability to maintain confidentiality and preserve
the integrity of the Regional Director’s office.
- Superior communication and relationship building
skills with external, internal and executive-level stakeholders.
How to Apply
How to apply share your
updated CV to recruiterkenya@gmail.com
