Executive Assistant Job in Nairobi Kenya

Vacancy: Executive Assistant

Reports to: Managing Director

Location: Nairobi

Company Description: A leading Public Relations Firm

Experience: Expert

Hours: Full Time

Duma Works is recruiting an Executive Assistant for one of our clients. 

Job Purpose: Provide administrative, business development and client service support to the Managing Director’s office to raise the level of efficiency and effectiveness and to support the retention and growth of the firm’s client portfolio.
 
Key Responsibilities

1. Administration
  • Effective and efficient co-ordination of functions to the Managing Director’s office.
  • Effectively manage the diary and correspondences of the Managing Director.
  • Manage the Managing Director’s calendar, coordinate and adjust itineraries and schedules and confirm appointments and meetings both internally and externally.
  • Coordinate exchange of information between the Managing Director’s office and other units and follow through to ensure feedback is provided, necessary actions are taken and deadlines met.
  • Organize and maintain an efficient information storage and retrieval system that guarantees accuracy and integrity of all records.
  • Coordinate requirements of and arrange for the Managing Director’s meetings, ensuring all necessary equipment and materials are in place; e.g. meeting packs, tickets, letter of invitation, accommodation bookings and any other necessary information.
  • Serve as the secretary to the Managing Director: Take minutes during the Executive Management Committee.
  • Organize the Managing Director’s travel and related logistics as well as that of the external guests as appropriate
  • Manage the Managing Director’s expense reports.
  • Handle all confidential information and material in a professional manner.
2. Business Development
  • Participation in the overall business development strategy that meets the firm’s business objectives.
  • Coordination of business development activities for clients channelled through the MD’s office, by following through on the various leads and ultimate conversion into business.
  • Serve as the Secretary /administrator for the B.D department.
  • Manage and update the firm’s client database; conduct tracking on prospective clients in the media( both print and electronic media)
  • Participates in B.D brainstorms.
  • Coordination and follow through of key brand –building initiatives.
  • Serves as the project manager of key brand building initiatives from the MD’s office and reports on their progress
3. Client Relations
  • Enforce client service standards as per the firm’s Gold Standards.
  • Develop and maximize client relations; positioning the firm as a strategic partner at all times with existing clients, by identifying key opportunities to reinforce the firm’s brand.
  • Pro actively manage and maintain relationships with key opinion leaders, professional associations and other relevant third parties through the MD’s office.
  • Tracking of periodical status reports against KPI’s for the various accounts.
  • Participates in client satisfaction surveys in collaboration with the B.D team. Manage client feedback using the firm feedback mechanism
  • Represent the firm’s at the various professional forums as may be required from time to time.
Desired Qualifications
  • Over 28 years
  • Bachelor’s degree in Communication, Journalism or PR
  • Minimum 3 years experience in a busy office in a commercial or professional environment
  • Well developed team skills, excellent communication and negotiation skills, excellent in planning and organization, be able to initiate  action and follow up, manage risk and information monitoring
  • Experience in change management and process design
  • Self-starter, capable of working under pressure

Only those candidates who meet the above mentioned qualifications should submit their resumes to  apply@dumaworks.com with the subject line consisting of Executive Assistant 1700 , your NAME and PHONE NUMBER.