Job Vacancy: Executive Assistant / PA
Position Overview: Our client is software development and Consultancy Company specializing in payment systems, Management systems, Card based systems and systems integrations based in Nairobi but with presence in East Africa. The CEO is looking for a PA who would ease his work.
Position Overview: Our client is software development and Consultancy Company specializing in payment systems, Management systems, Card based systems and systems integrations based in Nairobi but with presence in East Africa. The CEO is looking for a PA who would ease his work.
This is someone brilliant to proof
read contracts, legal documents, create proposals and yet an administrator to
be that excellent Executive Assistant.
Role and Responsibilities
Manage overall communication and
administrative functions for the CEO
·
Manage and maintain the CEO’s
calendar and email account.
·
This includes coordinating
appointments on their behalf with their direct reports and the committees,
responding to emails and managing direct calls to appropriate parties or take
messages.
·
Filter emails, highlight urgent
correspondence and print documents
·
Organize inbound email into the
appropriate folder and any relevant information to be copied into the correct
file on the hard drive
·
Drafts and reviews reports, executive
summaries, newsletters where applicable
·
Coordinates executive travel and
accommodation requirements in connection with others to ensure arrangements in
place for the CEO match his requirements
·
Manage the monthly executive
dashboard on sales reports and ensure it is submitted on a timely manner to the
CEO.
·
Ensure the CEO is fully briefed on,
or prepared for, any engagements he is involved in.
·
Greet visitors and determine whether
they should be given access to specific individuals
·
Sourcing and ordering stationery and
office equipment for the CEO’s office
Information Management
·
Ensures meeting protocol is followed
by all stakeholders including the regional teams as per request.
·
Ensure periodical reporting to key
stakeholders on current status is done.
·
Ensure all personal and confidential
information of visiting guests are properly filled, maintained and filed in a
secure place.
Manage and improve the Travel
experience
·
Manages complex travel for the
executive team and corporate guests including air, ground and hotel
arrangements. Creates itineraries and ensures communications with all appropriate
parties.
·
Capitalizes on the travel agents
database building relationships to leverage on great travel pricing deals
ensuring the best value.
·
Reconcile corporate credit cards for
travel and miscellaneous expenses incurred by the Executive Team. Assists in
planning company-sponsored events, parties, board meetings, etc
Experience Profile
·
Bachelor degree, preferably with
Business Administration, Law, Public Relation and/or Information Technology
option
·
Minimum of 3-5 years of
post-undergraduate full time work as an Executive and/or Personal Assistant
·
Good knowledge and experience in
using Microsoft Office Suite
·
French speaking will be an added
advantage.
Personal Attributes
·
Keep abreast of organizational issues
and have a general understanding of the organization’s aims and objectives.
·
Role model of PA Behavioural skills
I.e. maintaining Discreteness, flexibility and Tech and internet savvy
·
Self-motivated. Maintain calmness
under pressure and capable of thinking on their feet in a crisis and dependable
to get things closed.
·
Well organized and can plan the
administrative workload taking initiative in resolving issues as quickly in an
appropriate manner.
·
Proactive. Competently dealing with
situations in their boss’s absence and should be confident enough to delegate
work
·
Strong written and verbal
communication skills
·
Good working knowledge of Microsoft
Office
·
High energy and enthusiasm level:
willingness to do whatever necessary to get the job done
·
Work experience in fast growth
environment with strong organization skills.
·
Agile and resilient
Travel Required – 20% of the Time
How to Apply
CLICK HERE to apply
online
