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Personal Assistant Job Vacancy in Kenya


The client is a Kenyan company that has been in operation since 2002, steadily growing to be at the forefront of supply of specialized building solutions.
The company is aimed at partnering with builders to actualize their design concepts through provision of specialized building material solutions.
Through the strength of their products, the company continues to partner with builders and specifiers in the construction industry.
The Personal Assistant will be involved in the coordination and implementation of office procedures and frequently have responsibility for specific projects as assigned by the Directors.
S/he will also manage the day to day running of the business; s/he will be responsible for procurement, event management, diary management as well as organizing for travel for the Directors.
Key tasks:
1. Office management
·         Sorting and distributing incoming post and organizing and sending outgoing post
·         Maintaining a database of paperwork, documents and computer-based information
·         Monitor office operations
·         Maintaining an enjoyable and clean working environment
2. Event Management and Diary Management
·         Organizing Director’s Diary
·         Booking rooms and conference facilities for Directors or as assigned.
·         Liaising with colleagues and external contacts to book travel and accommodation
·         Organizing both internal and external events as directed by the Directors.
·         Schedule appointments and meetings for the Directors
3. Procurement
·         Liaising with staff in other departments and with external contacts on office supplies.
·         Ordering and maintaining stationery and equipment supplies
·         Drafting Service Level Agreements for all suppliers dealing with the company.
·         Track office supply inventory and initiate the approval of supply orders
·         Manage office equipment and maintain an office asset register
4.  Budget preparation and Reporting
·         Managing and maintaining office budgets
·         Attending meetings, taking minutes and keeping notes
·         Preparing reports, presentations, memorandums, proposals and correspondence
5.    Project Management
·         Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, making adjustments to plans.
·         Budget Tracking for different projects
6. Staff Management
·         Supervising support staff.
·         Induction of newly recruited staff and ensuring that all equipment and materials are available for them as required
·         Maintaining staff files
·         Scheduling interviews on behalf of the Directors as and when required.
Qualifications
·         Potential candidates should hold a Bachelor’s degree in Business Management/Commerce/Law and related field from a recognized institution.
·         Must have 2-3 years work experience in a similar role.
·         Must possess excellent organizational, grammar and very good oral and written communication skills.
·         Must be detail oriented and able to work with a high degree of accuracy
·         Should be able to work and compile data and reports
·         Be able to make capable and effective decisions
·         Be able to prioritize, and manage tasks
·         Be pleasant, professional and proficient
How to apply:
Send your application including a cover letter indicating your desire to work with our client; a detailed CV highlighting relevant experience, details of current and expected salary, a daytime phone contact, email address, and the names of three professional referees by close of business Thursday 19th July 2012 to: wangechi@exemplarconsult.com

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