Duma Works is recruiting an Executive Assistant for
one of our clients.
The
hiring company is a leading provider of top-notch, cutting edge, creative
digital content in Nairobi Kenya
Position
Description: The individual in this position
reports to the Chief Executive Officer and performs confidential, executive,
secretarial & administrative duties as assigned.
Major
Areas of Responsibility
Executive,
Secretarial & Administrative Duties
·
Manages the day-to-day administrative
affairs of the Chief Executive’s office, scheduling all appointments,
conferences and speaking engagements and other commitments; handles changes or
cancellations as deemed necessary and appropriate.
·
Provides the Chief Executive Officer
with background information, meeting summaries and supporting documents in
preparation for scheduled appointments, meetings and speaking engagements;
maintains and tracks a detailed priority list of projects and engagements
·
Maintains an efficient flow of
information between all levels of the company including internal and external
contacts on a wide spectrum of plans, projects and priorities
·
Screens incoming calls to the Chief
Executive’s office, determining the nature of calls and whether or not they
require the attention of the Chief Executive Officer, takes messages and
maintains contact lists and whenever possible responds to callers directly
based on the knowledge of the Chief Executive Officer’s preferences, office
functions, policies, priorities and availability
·
Processes all incoming correspondence
received in the office of the Chief Executive Officer, prioritizing and
determining its disposition.
·
Directs mail to appropriate internal
staff with instructions and suggestions for preparation of a reply.
·
Determines which correspondence can
be handled by self and takes initiative in drafting responses for the Chief
Executive Officer’s signature based on knowledge of activities, interests,
priorities and issues. Follows the same procedures for electronic mail
·
Reviews, proofreads, and formats all
correspondence prepared for the Chief Executive Officer’s signature to ensure
accuracy and completeness, as well as consistency with the company’s policy
standards and exercises good judgment in following up with staff to ensure
deadlines are met on documents requiring the Chief Executive Officer’s
signature
·
Handles confidential and sensitive
information with poise, tact, and diplomacy;
·
Schedules and organizes all
activities such as meetings, travel, car services, and company activities for
the Chief Executive Officer
·
Manages all company guests and
handles all of their needs for the duration of their stay;
·
Produces meeting summaries and
maintains and tracks the Chief Executive Officer’s priority lists of projects
and other board memberships and responsibilities
·
Serves as a liaison with other
departments, partner companies, affiliate organizations, government offices,
other agencies and senior level staff
·
Handles all business finances,
reconciles credit card statements and manages all expense reports in a timely
manner
·
Liaises with the company’s
accountants & auditors for the production and approval of monthly, half
yearly and annual reports on the performance of the company
·
Works independently and within a team
on special and ongoing projects when necessary;
·
Photocopies, scans, posts or emails
information as needed or requested
·
Processes certain recurring invoices
relating to the company’s business
·
Maintains files used by the Chief
Executive Officer and company on an ongoing basis, modifying when necessary;
applying company rules pertaining to retention and disposition
·
Arranges, in conjunction with other
departments, special events sponsored by the company or the Chief Executive
Officer
·
Prepares annual business plan
documents for the brands of the company and quarterly business plan reports.
·
Assists with development of the
company’s budgets
·
Performs any other duties as may be
required or assigned by the Chief Executive Officer
Qualifications,
Knowledge, Skills, Competencies and Experience:
·
A high level of discretion, tact,
judgment, and poise and must have a solid aptitude for customer service.
·
Duties are highly confidential and
require comprehensive knowledge of the policies and operations of the
organization.
·
The individual works both independently
and as a team player under general instructions on a wide variety of special
projects.
·
The individual will exhibit a high
degree of the ability to work well with the management, staff, clients,
associate consultants & other stakeholders aligned to the organization.
·
High degree of skill in grammar,
spelling and punctuation are essential.
·
Requires excellent computer skills.
Well conversant with IT & all programs related to Microsoft Office.
·
Familiarity and experience with
spreadsheet software also desirable.
·
In-depth Knowledge of Administration
matters, Marketing, Diplomacy and PR is desirable
Education
and Experience
·
Diploma / Bachelor Degree in Business
Administration
·
At least 3 years work experience in a
busy office.
Special
demands / skills & personal attributes
·
Professionalism
·
Top-notch people skills: The ability
to control, nurture and manage interpersonal skills & business
relationships with the Board of Directors, clients, partners, consultants,
suppliers, employees and other stakeholders aligned to the company
·
Capable of handling difficult
situations without losing control
·
Self-driven & results oriented
·
Ambitious
·
Focused and performance oriented
·
Initiative
·
Honest and Trustworthy
·
Possess cultural awareness and
sensitivity
·
Diligence
·
Attention to detail
·
Ability to keep information obtained
in the conduct of the business of the company private and confidential
Apply
A
Cover Letter and a detailed CV are to be sent by email to apply@dumaworks.com
marking the subject as “2405”, Your Full name & Phone number e.g. 2405
Barack Obama, +2547xxxxxxxxx. If you don’t follow these instructions, your
application will not go through. All applications without a Motivation Letter
will not be considered.
Deadline
for receiving applications: 30th January 2017
N.B. When applying to any job through Duma Works, you can
expect that after you apply, you will receive a confirmation email, and then an
SMS alert asking you to take a basic screening test over email or SMS. The test
may not arrive immediately. Please be patient. The test will typically be 5-8
questions to help us understand your background. Regular SMS rates apply to the
test, and if you ever have any issues with the process, please reach out to
0702093793.
If
you apply and don’t meet these minimum qualifications, we won’t be able to
forward your application to the employer. This is to save both you and the
employer time and make sure you both find the best match.
