Position: Personal Assistant
Department: Operations
Reports To: CEO and Senior Management
The Organisation: ALN is an alliance of independent top tier African law firms. It is the largest grouping of its kind in Africa, with close working relationships across its members and an established network of Best Friends across the continent. ALN’s firms are committed to working together to provide extensive coverage and on-the-ground experience.
This position will be part of a small
and dynamic performance-orientated team, based in Nairobi. The role will
involve constant liaison and communication with the team members and key ALN
stakeholders in our member firms across 12 countries.
We are looking for an experienced
professional to support in ensuring the smooth running of ALN headquarters
operations alongside the team.
The Ideal candidate possesses
superior skills in quickly adapting to a very agile and flexible environment,
possess excellent communication and stakeholder management skills and must be a
team player.
Strong writing skills are essential
for this role.
The successful candidate will work directly with strategic decision makers.
Description of Duties
Responsibilities include but are not limited to the following:
Provide office support services in order to ensure efficiency and effectiveness within ALN
- Coordinating ALN staff travel itineraries,
making hotel reservations, arranging for airport transfers
- Setting up calendar invites and conference
calls with proper information on upcoming meetings/events and ensuring all
concerned parties have been invited on time
- Overseeing the website and intranet –
uploading alerts, profiles, publications/news and any other as needed
- Open, date and stamp all general
correspondence
- Assist in the planning and preparation of
meetings, conferences and conference telephone calls
- Respond to client inquiries
- Provide administrative secretarial support to
the team
- Communicating to internal and external clients
via telephone and face-to-face in a professional manner
- Drafting and responding to internal and
external emails and correspondence free of any errors and in good time
- Scheduling and attending internal ALN meetings,
taking minutes and ensuring the same are circulated out to the attendees
in good time
- Support with ALN reception duties
- Organise ALN headquarters lunch, events
alongside the operations department
Perform clerical duties to maintain
ALN administration
- Develop and maintain a current and accurate
filing system for all ALN correspondence and invoices
- Monitor and maintain an adequate inventory of
office supplies and equipment
- Coordinate the repair and maintenance of
office equipment
- Maintain an up to date database of all
suppliers.
- Ensuring things like toners, cartridges don’t
completely run out before requesting for the next purchase
- Sourcing and ordering stationery and office
equipment
Support the CEO, HOO and HBD
- PA to CEO, Head of Operations, Head of Business
Development and other staff as requested
Confidentiality
- Perform to earn full confidence of entire team
including external clients;
- Assure discreet handling of all business.
Required Background and Experience
- Minimum 3 years’ experience in a similar role
- Professional qualification in secretarial,
communication or similar area
- Efficient user capabilities in Excel, Power
Point and MS Word as a minimum
- High sense of urgency and drive
- High attention to detail
- Good business understanding
- Excellent problem-solving and communication
skills
- Result-oriented with focus on quality
- Strong team player
- Excellent writing skills
Applications should be sent to
xantiarecrtuiment@gmail.com with the position as the subject matter of the
email.
Applications should be submitted by
close of business 22nd January 2014