Job Title: Executive Assistant
Industry: USA-based premium
dog breeding
Location: Karen, Nairobi
Office
Gross Salary: Ksh 55,000 – Ksh
90,000
Our client is seeking to hire an experienced Executive Assistant
who will be a key team member providing high-level administrative skills and
office support activities in assistance to the company President.
The Executive Assistant’s objective is to empower the President
in facilitating the efficient operation of the organization.
Our client is seeking a highly-skilled and experienced individual to step in as an instant impact on the team.
Key Responsibilities
· Help the company
President to increase their effectiveness within the company by providing the
President with administrative support and creative, problem-solving
perspectives.
· Support the President
primarily and provide additional support to executive team members, as
directed, to ensure that company goals and objectives are accomplished and that
operations run efficiently.
· Maintain and refine
internal processes that support upper management companywide, and coordinate
internal and external resources to expedite workflows.
· Plan and orchestrate
work to ensure that senior executives’ priorities are met, organizational goals
are achieved, and best practices are upheld.
· Provide administrative
and office support, such as typing, dictation, spreadsheet creation, faxing,
and maintenance of filing system and contacts database.
· Coordinate complex
scheduling and calendar management, as well as content and flow of information
to senior executives.
· Manage the daily
activities of the President, including their schedule, email, Whatsapp, phone
calls, and other communications.
· Schedule meetings for
the President, assist and support in preparing for meetings, prepare documents
and reports for meetings, take meeting notes, create and manage action item
lists from meetings, add action items to project timeline calendars, keep track
of deadlines, and evaluate these priorities daily with the President.
· Review, prioritize and
respond to emails; answer and return phone calls; organize documents; maintain
records; place and receive orders; run errands; and any other administrative
tasks that help the President for both business and personal reasons.
· Be easily assessable for
after-hour travel, scheduling, and other needs.
· May serve on special
projects and committees, or act as manager or department representative.
· Works closely and
effectively with the President to keep them well informed of upcoming
commitments and responsibilities, following up appropriately.
· Maintains company
birthday, and celebration schedules. Notify the President of important dates
such as employee birthdays and anniversaries.
· Maintain professionalism
and strict confidentiality with all materials, manage sensitive matters with a
high level of confidentiality and discretion.
· Plan, coordinate,
organize, and help at various company meetings, events, and celebrations.
· Prepare reports, memos,
invoices letters, and other documents.
· Research and conduct
data analysis to prepare documents for review and presentation by boards of
directors, committees, and executives.
· Act as the point of
contact among executives, employees, clients, and other external partners.
· Manage information flow
in a timely and accurate manner.
Required Skills &
Qualifications
· Bachelor’s Degree in
Business Administration, Higher Diploma in Business Administration, or a degree
in a similar administrative field is required.
· Minimum of 3 years of
proven experience in an administrative role reporting directly to upper
management, preferably with previous experience as an assistant to a company
executive.
· Proficiency in Word
Processing and Spreadsheet programs (Word & Excel or Google Docs &
Sheets is a must).
· Capability to write in
American dialect English with the highest standards of professionalism, writing
style, punctuation, formatting, and with a personal and relatable fashion is
required.
· Previous experience in
customer service, particularly email and phone correspondence.
· Demonstrated ability to
analyze and resolve problems in the daily operations of an office.
· Ability to prioritize
work schedules and meet strict commitments and deadlines.
· Excellent knowledge of
and experience with computers and modern systems of communication.
· Fully developed
communication skills to work positively and proficiently within a team
environment.
· Demonstrated
sensitivity, awareness, and the ability to effectively work with team members
and clients.
· Must be a fast learner,
highly self-motivated, capable of producing high-impact work without
supervision, adaptable, and self-confident.
· A creative mind that can
solve problems and come up with ideas to improve workflow and efficiency.
· Mental and emotional
fortitude to thrive in a fast pace, high-production, performance-driven
environment.
· Outstanding organizational
and time management skills
· Discretion and
confidentiality
· Familiarity with office
gadgets and applications (e.g., e-calendars and copy machines)
· Required to work on a
USA business hours work schedule, working afternoons to late evenings in Kenya
time.
How to Apply
If you are up to the and challenge, possess the necessary
qualification and experience; please send your CV only quoting the job title on
the email subject (Executive Assistant) to jobs@corporatestaffing.co.ke before
13th December 2022