Executive Assistant Job in Kenya

A well established financial institution with a countrywide coverage wishes to recruit a suitable person for the following position:

Executive Assistant 
Ref: HR/ES /10/2015

One Year Renewable Contract

Reporting to C.E.O, the Executive Assistant will provide high level, confidential administrative support to the C.E.O and management through conducting and organizing administrative duties and activities including receiving and handling information.

Main Job Tasks and Responsibilities
  • Support the CEO to manage workload and activities.
  • Coordinate and maintain the diary of the CEO including organizating meetings, booking appointments and making all travel arrangements for the CEO and the Board.
  • Prepare correspondence on the CEO’s behalf.
  • Read, monitor and respond to the CEO’s emails or general enquiries.
  • Attend meetings on the CEO’s or organization’s behalf.
  • Facilitate meetings, schedule debriefing meeting and track follow up action and implementation.
  • Write minutes and take dictation.
  • Plan, organize and manage events.
  • Undertake project management.
  • Prepare for Board meetings and liaise with the Board as required.
  • Prepare papers, presentations, proposals, briefings, and circulate reports, minutes and agenda for meetings.
  • Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences teleconferences, and travel .
  • Write speeches, articles, reports and executive summaries for the CEO.
  • Conduct research on policy, strategy and other issues.
  • Managing budgets for the CEO including the CEO office petty cash.
  • Ensure effective and professional internal and external liaison on behalf of the CEO.
  • Manage and review filing and other office systems
  • Engage with media, including social media on behalf of the CEO.
  • Maintain the complaints file and ensure all complaints are responded to within target timescales.
  • Receive enquiries and providing an effective referral service.
  • Any other duties allocated by the CEO.
Qualifications and Experience
  • The candidate must have a Bachelor’s Degree, preferably in communication, law, public administration or any other social science
  • Diploma/Certificate in secretarial studies will be an added advantage.
  • Experience in Speech and report writing.
  • Proven ability in managing complex projects and programmes.
  • Proven ability to mobilize resources through fundraising and strategic partnerships.
  • At least six (6) years relevant work experience either in public/private sector institutions.
  • Excellent public relations and communication skills.
  • Must demonstrate the ability to exercise good judgment in a variety of situations.
  • Strong written and verbal communication, administrative, and organizational skills.
  • Ability to work independently on projects, from conception to completion.
  • Ability to work long hours and under stress.
  • Knowledge and experience of relevant software applications - spreadsheets, word processing, and database management.
How to Apply

Those fulfilling the requirements of the positions should submit their applications together with a detailed C.V and all relevant testimonials, stating their current position, email address and telephone contacts.

The applicants should submit clearance certificates from:
  1. Higher Education Loans Board
  2. Credit Reference Bureau
  3. Ethics and Anti-Corruption Commission and
  4. Certificate of Good conduct from the CID
All applications are expected to quote the reference number on the envelop and provide postal telephones and email contacts of three references to be received by 12th June 2015.

DNA 1820
P.O. Box 49010-00100

TS No. 2216
P.O. Box 49990-00100

Potential male and female candidates with disabilities are encouraged to apply.