Job Vacancy: Executive Administrator
About the Client: Our client provides Technology Solutions.
About the Client: Our client provides Technology Solutions.
Job Purpose: The role provides administrative support to the Directors
in their management of the business.
This includes PA support to the Managing Director/CEO, support
of event logistics, and general office administration.
As a member of a small team, the Executive Administrator will
hold a central role in the company undertaking a range of duties, these are
listed below.
Director Administration
·
Support diary management for the Directors.
·
Research, organize and book travel arrangements for the
Directors, preparing accompanying travel documents, meeting papers and other
relevant information
·
Provide administrative support to Directors ahead of meetings
and events; producing information, photocopying and other required tasks.
·
Recording, transcribing, and distributing notes/minutes of
meetings
Operations and Logistics
·
Support Line of Business and Project Managers on event/project
logistics.
·
Provide support to produce materials for workshops and events,
including formatted documents compiled in well-presented workshop packs,
presentations and supporting materials.
Office management
·
Support offices administration, including maintenance of
premises and management of external suppliers.
·
General office management, including undertaking the following
tasks:
o answering the phone and being a first point of contact for enquiries
o stock control and ordering of odd slot office materials
o dealing with mail and routine correspondence
o answering the phone and being a first point of contact for enquiries
o stock control and ordering of odd slot office materials
o dealing with mail and routine correspondence
·
Provide support to team on IT issues, and where necessary
resolve problems with the help of an internal and/or external IT consultant
Finance Administration
·
Provide basic finance administrative support managing the
documentation of credit card expenses, personal expenses, project timesheets
and petty cash
·
To seek out and implement approaches to cost effectiveness in
the firm’s operations.
·
Perform accounts payable processing and other basic accounting
functions to include:
o Reconciling invoices and filling out payments requests with proper coding;
o Assist with entering and processing approved payments and purchase orders;
o Developing and maintaining files; and
o Developing and maintaining various financial databases and reports in liaison with the finance office
o Reconciling invoices and filling out payments requests with proper coding;
o Assist with entering and processing approved payments and purchase orders;
o Developing and maintaining files; and
o Developing and maintaining various financial databases and reports in liaison with the finance office
General
·
Perform general office/facilities management duties to include:
o Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
o Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
o Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
o Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
o Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
o Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
·
Provide general support to the administration of firm
undertaking any other duties as required.
·
Participating as a member of the team in the overall planning
and administration.
·
Assisting new employees with their orientation to the
organization, benefits enrollment, and tax forms; and
·
Maintaining human resources files in accordance with laws,
regulations, and established standards.
Skills and Experience
The Executive Administrator will have the following skills,
experience and interests:
·
Experience in an Executive Assistant role at a senior executive
level, including highly professional diary management and calendar oversight.
·
Attention to detail.
·
Ability to provide administrative support across multiple,
complex, cross-institutional projects.
·
Strong communications and inter-personal skills.
·
Experience of working to deadlines and under pressure, juggling
numerous and different priorities.
·
Ability to maintain spreadsheets (Excel), databases and
electronic filing systems.
·
Ability to use Word to create and edit documents.
·
Flexibility, problem solving and good judgement.
·
An interest in working in a small, dynamic and highly innovative
company.
·
Required undergraduate university degree, preferably in business
administration or commerce, or equivalent training and a minimum 2 years job
experience
·
Candidate must demonstrate high professional, moral and ethical
standards in all their undertakings.
Qualified Candidates interested in this opportunity should
submit a brief Cover Letter, CV in MS Word format only, CVs in other formats
will be disqualified.
Email Address: ExecutiveAdministrator@talentsource.co.ke
Only shortlisted candidates will be contacted.
