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Personal Assistant Job in Kenya

Our client a regional FMCGs company in Mombasa is urgently seeking to recruit a Personal Assistant position. 

The incumbent will be tasked with the following duties,

Duties & Responsibilities

Within delegated authority the Personal  Assistant will be responsible for the following duties:
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation for the management.
  • Take notes or dictation at meetings or to provide general assistance during presentations;
  • Take minutes of meetings accurately, using short-hand when required and type these into a formal document as and when required;
  • Screening phone calls, enquiries and requests, and handling them when appropriate;
  • Meeting and greeting Directors visitors at all levels of seniority;
  • Organizing and maintaining diaries and making appointments in a pro-active and efficient manner.
  • Dealing with all incoming and outgoing email, faxes, memos and post, often corresponding on behalf of the Director;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing and attending meetings and ensuring the Director is well prepared for meetings;
  • Liaising with clients, suppliers and other staff.
  • Printing, photocopying, binding documents.
  • Managing all confidential documents for the Managements office.
  • Ordering stationary and other supplies for the Directors office.
  • Organize the email filing systems of the Directors and file appropriately;
  • Organize the soft-filing systems of the Directors and file appropriately;
  • Organize the hard filing systems of the Directors and file appropriately;
  • Organize the standard travel requirements of the Directors and plan their itinerary in advance, saving as much time and expenditure as possible;
  • Organize the diaries of the Directors based on all information from emails, meeting requests, memos, travel itineraries, etc in a user-friendly (i.e. by the Directors) format;
  • Any other duties assigned by the Director.
Minimum Qualifications
  • Degree in business / administration management a must
  • Post graduate degree / MBA added advantage
  • A minimum of 3 to 5 years similar experience in manufacturing Industry
  • Excellent and thorough Microsoft Word (2010 / Windows 7/8) knowledge with extensive understanding of the use of PowerPoint, Excel and other MS software and packages

Qualified Candidates should send in their CVs to CC

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