Sheer Logic Management Consultants is
seeking to engage dynamic individuals for an Executive Personal Assistant Position for
one of our clients.
Reporting to the Managing Director, the Executive Personal Assistant’s overall purpose is to ensure that the Corporate office is well managed and running effectively and also provide overall administrative and Secretarial support, this includes coordination of meetings, appointments, visitors, phone calls, mail and correspondence.
Reporting to the Managing Director, the Executive Personal Assistant’s overall purpose is to ensure that the Corporate office is well managed and running effectively and also provide overall administrative and Secretarial support, this includes coordination of meetings, appointments, visitors, phone calls, mail and correspondence.
Key Responsibility Areas:
·
Administrative and Secretarial
Function:
·
·
Ensuring the MD’s office is well
managed and running efficiently.
·
Providing support of a confidential
nature to the MD.
·
Acting as a liaison between
management/staff and the MD.
·
Screening phone calls and
correspondence for the MD’s attention.
·
Maintaining and organizing the MD’s
calendar and prioritizing appointments.
·
Managing the MD’s official expenses.
·
Ensuring the official entertainment
expenses are claimed and approved for payment.
·
Scheduling internal and external
meeting and ensuring the MD is well prepared for the meeting by organizing
documents, briefing papers, reports and presentations.
·
Taking minutes at the weekly EXCO
Meetings, Executive Committee meetings, all chaired by the MD and any other
meetings when required.
·
Assist the MD manage output, workflow
and office deadlines.
·
Ensuring Management have forwarded
their departmental monthly reports by the 10th of every month and upload them
on the EXCO folder.
·
Data Analysis
·
Analysis of industry reports.
·
Analysis of company reports
·
Data manipulation to uncover trends
and insights
·
Creating data visualizations to
effectively convey findings
·
Board Management
·
Preparation of the annual board and
strategy calendar
·
Coordination of directors’ travel and
accommodation.
·
Ensuring meeting tools and room are
available prior to the meeting
·
Liaison with the company secretary to
ensure timely submission of minutes.
·
Timely distribution of minutes and
reports to the directors.
·
Reporting
·
Preparation and submission of reports
to be presented by the MD.
·
Analysis of departmental reports sent
to the MD.
·
Travel Management:
·
Confirm travel dates, itineraries and
purpose of the meeting.
·
Update the meeting/appointment on the
calendar
·
Coordinate with the travel agency on
the bookings and the timing incase it’s a flight travel.
·
Visa applications and prepare
documentations and follow up
·
Coordinate airport transfers- Make
bookings
·
Complete the Travel Authorization
Form, get approval and request for travel allowances in good time (1 week
before travel date)
·
Find several accommodation options
and make reservations after consultation with the MD
·
Assist in travel arrangements for
Directors, Country Managers, management and other staff when required.
·
Ensure all travel requests for all of
the above are within the RIL travel policy. (Confirm that the rates are as per
the policy and approved by MD/CEO)
·
Customer Service:
·
Handling all internal and external
customers who seek MD’s intervention and provide assistance accordingly.
·
Handling escalated issues or
complaints and following through to finalization.
·
Briefing the MD about the
issues/queries and following up on the respective actions as assigned.
·
Corporate office meetings Management:
·
Coordinate onsite meeting, ensuring
the boardroom is clean and tidy, refreshments & Snacks are ordered and
projector/laptop set up beforehand.
·
Coordinate off site meeting e.g.
seminars & workshops, management & board meetings.
·
Ensure LPO is processed and forward a
copy to the approved venue to secure the booking.
·
Visit the venue before the meeting to
ensure everything is all set and ready for the meeting.
·
Document Management:
·
Maintaining a good filing system and
easily retrieving information when required, on soft and hard copies.
·
Reviewing and proof reading all
documents that require sign off by the MD.
·
Proper handling of correspondence and
ensuring feedback is provided where necessary.
·
Project Management:
·
Active involvement in the planning
and management of Company initiatives and projects managed by the MD.
Knowledge & Experience Required
Essential
·
Bachelor’s degree in a business
related field
·
3 years working experience with at
least one 1 year serving senior managers
·
Proficient administrative experience
in a busy office serving senior managers.
Desirable
·
Advanced Diploma in Secretarial
administration an added advantage
·
Comprehensive knowledge of MS Office
·
Excellent written and verbal
communication skills
·
Leadership skills
How to Apply:
If you believe your career objectives
match this exciting position, please forward your application and detailed C.V
stating your current position, remuneration, contact details by 26th June 2018
to the Sheer Logic Management Consultants E- Mail: recruitment@sheerlogic.co.ke clearly
marking –The position on the subject line.
Only short-listed candidates will be
contacted.
Sheer Logic is an Equal opportunity
employer.