Job Title: Executive Secretary
Hiring Organization: Kimisitu
Sacco
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Financial
Institution
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/27/2024
Position Summary
You will
be responsible for planning, coordinating, and providing effective and
efficient administrative support to the BOARD, Chief Executive Officer (C.E.O)
and Managers of the Sacco. You will be crucial in supporting the Executive make
the best use of their time and will be relied on heavily to ensure that work is
done without the need for constant or direct supervision.
Main
Responsibilities
- Provide
general administrative and secretarial support to the Chief Executive
Officer (C.E.O), plan appointments, manage daily activities, board
meetings, conferences, and other important events.
- Ensure
the SACCO annual calendar of activities, C.E.O’s communication, planning
schedules, meetings, reports, speeches, presentations, and associated
tasks are well organized and optimized.
- Support
in planning and organizing management meetings and ensure meetings are
efficiently coordinated.
- Provide
administrative and secretarial services to BOARD and manage all
communications between the Sacco and directors.
- Provide
fast and accurate information to directors’ queries and handle first level
complaints
- Manage
and prioritize workflows to ensure that management meeting reports,
minutes, correspondence and matters for attention are dealt with in a
professional and timely manner.
- Keep
records of discussions, decisions, and action items.
- Develop
and maintain a contact database for directors, clients, vendors, key
stakeholders, regulators and ensure that this is updated on a regular
basis.
- Draft
communication correspondence on behalf of the C.E.O as directed / guided.
- Arrange
travel logistics for executives, including flights, transport,
accommodation, and visa arrangements in liaison with procurement
department, scheduling meetings/visits on travel.
- Prepare
and verify all Executive expenses and claims and forward to finance for
payment.
- Receive
and screen Executive telephone calls, enquiries, emails, and requests,
redirecting them timely as necessary.
- Handle
confidential documents securely and ensure sensitive information remains
protected.
- Manage
Directors records and filing.
- Responsible
for enforcing relevant governance guidelines, rules, and regulation as
directed/ guided.
- Upload
all board reports and board papers on e-board / share point.
- Participate
in management of assigned ad hoc projects.
- Perform
any other responsibility assigned from time to time.
Qualifications
& Experience
- A
minimum of bachelor’s degree in Secretarial Studies/Business
Administration, Public
- Relations,
Communication, or its equivalent.
- A
minimum of five (5) years’ experience as executive Assistant is desirable.
- Practical
knowledge of using Microsoft word, Excel, outlook and ERP software.
Personal
Attributes required for this role:
- Excellent
interpersonal, communication, and problem-solving skills
- Exceptional
time management and organizing skills
- Detailed
oriented and able to work under pressure
- Ability
to handle sensitive issues of a confidential nature with tact and
professionalism.
- Demonstrate
professional expertise in the relevant work area.
How To
Apply
Interested
candidates meeting the above requirements should apply online by filling in the
data form. After completing the data form, proceed and send your application
letter and a detailed Curriculum Vitae (CV) to jobs@kimisitusacco.or.ke
Clearly state the subject of the email as e,g Executive
Secretary, the data form must be filled in full.
