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.
Knowledge: 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.
Key Relationships:
Direct Reports to this Role:
- None
Internal Contacts:
- All departments
- Directors
External Contacts:
- Service providers.
- vendors
Deadline – Tuesday, 9 th April 2024
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.