Job title: Executive Assistant (EA)
Reporting to: VP, Business Development
Type: Fulltime employee (6 month probation)
Location: Nairobi,
Kenya
Travel: Infrequently
Responsibilities
- Produces information by transcribing,
formatting, inputting, editing, retrieving, copying, and transmitting
text, data, and graphics.
- Conserves executive's time by reading,
researching, and routing correspondence; Drafting letters and documents;
Collecting and analyzing information; Initiating telecommunications.
- Maintains executive's appointment schedule by
planning and scheduling meetings, conferences, teleconferences, and
travel.
- Represents the executive by attending meetings
in the executive's absence; Speaking for the executive.
- Welcomes guests and customers by greeting
them, in person or on the telephone; Answering or directing inquiries.
- Maintains customer confidence and protects
operations by keeping information confidential.
- Completes projects by assigning work to
clerical staff and following up on results.
- Prepares reports by collecting and analyzing
information.
- Provides historical reference by developing
and utilizing filing and retrieval systems; Recording meeting discussions.
- Maintains office supplies inventory by checking
stock to determine inventory level; Anticipating needed supplies;
Evaluating new office products; Placing and expediting orders for
supplies; Verifying receipt of supplies.
- Ensures operation of equipment by completing
preventive maintenance requirements; Following manufacturer's
instructions; Troubleshooting malfunctions; Calling for repairs;
Maintaining equipment inventories; Evaluating new equipment and
techniques.
- Maintains professional and technical knowledge
by attending educational workshops; Reviewing professional publications;
Establishing personal networks; Participating in professional societies.
- Contributes to team effort by accomplishing
related results as needed
Skills and Qualifications:
The EA shall be expected to have deep
experience with and understanding of the following, and in addition will be
expected to continually expand his/her knowledge and skillset to accommodate
the responsibilities of the job.
- Minimum undergraduate degree in related field
(communication, administration, etc.)
- Minimum 3 years of work experience in similar
role
- Strong work ethic, ability to adapt to
changing priorities and be team oriented
- Time management
- Exceptional communication skills
- Strong reporting skills
- Handle sensitive and complex issues with
discretion and good judgment
- Proficiency with MS Office (PowerPoint, Word)
and Google Apps
- Aptitude to learn new (software) tools quickly
Interested applicants should visit
our website at www.preferredpersonnel.co.ke/jobs to
submit their applications.