Alibhai
Shariff
Job Title: Personal Assistant
Job Title: Personal Assistant
Department: Human Resources and Administration
Department
Reports
to: CEO
Direct Reports: None
Purpose: The purpose of
Personal Assistant to the CEO is to proactively manage all aspects of the CEO’s
schedule and general coordination of administrative functions in the CEO’s
Office.Key Responsibilities
Diary
and travel management
- Manage
the diary of the CEO in a pro-active and efficient manner
- Arrange
meetings and set up equipment for the meetings as required
- Organise
client meetings and external conferences as required
- Schedule
and manage the international travel of the CEO to their exact requirements
and specifications – Ensuring flights, accommodation, itinerary, air miles
accounts etc are in order
- Ensure
that all relevant documentation for meetings, travel and tasks are
prepared well in advance and liaise with relevant parties to ensure that
information is thorough
- Ensure
the CEO is fully briefed on and prepared for any engagements he is
involved in.
Administration and filing
- Maintain
an accurate record of papers and electronic correspondence on behalf of
the CEO
- Take
minutes at meetings accurately and type these into a formal document as
required
- Draft
correspondence, take dictation, and type/prepare documents and reports
ensuring that spelling, punctuation and format are correct
- Preparation
of information, briefs, summaries and background information required for
all meetings
- Compilation
of relevant reports and presentations as directed
- Ensure
prompt payment of all CEO personal utility bills including electricity,
water, subscriptions, Cable and phone etc
- Filter
general information, queries, phone calls and invitations to the CEO by
redirecting or taking forward such contact as appropriate
- Composing
routine correspondence
- Sort
CEO mails and reports and draw his attention to actionable priority.
- Maintain
secure filing system for safe custody of company documents and ease of
retrieval.
- Supervise
CEO office utilities and ensure purchase of replenishments on weekly basis
- Maintain
records of expenses related to operations of the CEO office reconcile and
get re-imbursement.
Other duties
- To
ensure efficient communication and follow up on issues that requires
interdepartmental coordination by engaging actively with the various heads
of departments.
- Schedule
on behalf of the CEO meetings between him and his direct reports and the
committees or groups to which he is a member.
- Interact
courteously with company contacts and offer excellent customer service to
project a positive company image.
- Ensure
guests meeting with the CEO are well taken care of and assisted.
- Any
other duties that may be given from time to time.
Work and Business Contacts:
Internal
- Second
Tier Managers
External
- External
vendors
- Business
partners
- Local
Auditors/Lawyers
- Local
authorities
Critical Qualifications / Skills / Experience
- KCSE
Certificate and Post High School Diploma.A degree will be an added
advantage
- Ability
to manage and prioritise internal / external demands on CEO’s time
- Excellent
organisational skills with the ability to multi-task and prioritise
- Outstanding
interpersonal skills (face to face and on the telephone)
- Accuracy
and attention to detail, particularly in the management of CEO’s diary and
emails
- Able
to be diplomatic and discrete at all times
- Proficiency
in MS Office
Learning Opportunities:
In
this position, the incumbent will have an opportunity to acquire skills and
knowledge in the following areas:
- Supervisory
skills
- General
administration
Relevant next career steps might be:
- General management
How to Apply
Send your CV to hr@alibhaishariff.co.ke
Send your CV to hr@alibhaishariff.co.ke