Job Title: Executive Personal Assistant
Industry: PR & Communication
Location: Nairobi
Job Description: To provide sophisticated calendar management
for the CEO. Prioritize inquiries and requests while troubleshooting conflicts;
make judgements and recommendations to ensure smooth day-to-day engagements.
Complete a broad variety of
administrative tasks that facilitate the CEO’s ability to effectively lead the
organization, including: assisting with special projects; designing and
producing complex documents, reports, and presentations; collecting and
preparing information for meetings with staff and outside parties; composing
and preparing correspondence; maintaining contact lists; making travel
arrangements; and completing expense and mileage reports.
Serve as the primary point of
contact for internal and external constituencies on all matters pertaining to the
CEO, including those of a highly confidential or critical nature.
Prioritize and determine
appropriate course of action, referral, or response, exercising judgement to
reflect CEO’s style and organization policy.
Work closely with the CEO to
keep them well informed of upcoming commitments and responsibilities, following
up appropriately.
Act as a "barometer,"
having a sense for the issues taking place in the environment and keeping the
CEO updated.
Anticipate CEO’s needs in
advance of meetings, conferences, etc.
Provide "gatekeeper"
and "gateway" role, providing a bridge for smooth communication
between the CEO and staff, demonstrating leadership to maintain credibility,
trust, and support.
Complete projects by assigning
work to appropriate staff, on behalf of the CEO.
Follow up on contacts made by
the CEO to cultivate ongoing relationships.
Assist in the selection of
vendors and purchase equipment, services, and supplies necessary for operation
of organization.
Provide event management support as requested.
Invest in building long-lasting
relationships both externally and internally.
Address cross-departmental
bottlenecks/blockers by working with heads of departments and their staff to
improve processes and coordinate adjustments to organizational procedures for
optimized efficiency and productivity.
Be involved in day-to-day
operations and success metrics across the company.
Ensure accurate reporting on
all metrics, and support each department in helping them get the data
visibility and analysis they need.
Ensure our reporting across all
metrics is widely visible and accurate. If inaccurate, review business process
and technology support, and raise issues found.
Assist and communicate with the
C.E.O in decision-making, program management, and initiative implementation.
Regularly meet and collaborate
with individuals and department heads to identify gaps and provide
recommendations to the C.E.O. on adjustments to priorities or business
activities.
Support the C.E.O. in any
administrative help needed such as coordinating travel, and scheduling meetings
with the team, customers, and agents.
Providing department leaders
with recommendations and consultation to improve teamwork.
Keep the leadership team on
track with key strategies/projects/initiatives, driving urgency and
defining/measuring against key performance indicators.
Support the C.E.O. in gathering
information from individuals across the team and ensuring high quality and
thorough responses and accurate data before presenting back to the C.E.O.
Other projects/duties as
assigned for the overall benefit of the organization
Requirements & Qualifications:
- Must have 5 or more years’ experience working in an
administrative /support role in a fast paced environment.
- Associates Degree or equivalent combination of education and
related work experience.
- Work experience as an Executive Personal Assistant or as a
Group executive Administrative Associate.
- PA degree, diploma or certification is a plus
- Exceptional written and communication skills.
- Ability to manage internal and external correspondence.
- Willingness to work as an overall team member to help ensure
continued growth and success of this company.
- Proficient in time management; the ability to organize and
manage multiple priorities.
- Ability to take initiative and effectively adapt to changes.
- Extensive experience in creating documents and spreadsheets,
using office software such as MS word, Excel, and PowerPoint.
Interested candidates are
invited to strictly email their cover letter and CV, to
careers@hrmconnection.com before end of day 5th May, 2023.
Only short listed candidates
will be contacted.
