Executive Personal Assistant
Sheer Logic Management Consultants is seeking to engage dynamic individuals for an Executive Personal Assistant Position for one of our clients.
Key Responsibilities
Qualifications
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.
Key Responsibilities
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.
Qualifications
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.