Vacant Position: Personal
Assistant (PA) to MD
Location: Nairobi
Nature of Job: Full
time
Salary Range: 100K
– 150K
Summary: Our
client in the horticultural sector is one of the leading exporters of premium
& prepared vegetables from Kenya and the largest commercial grower and
exporter of chillies from Kenya.
They are seeking to fill in the role
of a PA.
The ideal candidate must have
international exposure or have worked with a horticultural company.
Duties and Responsibilities
1. PA support to the Managing
Director.
·
Manage and maintain the MD’s diary,
email account and operational tasks.
·
Filter emails, highlight urgent
correspondence and print attachments.
·
Organize inbound emails into the
appropriate folders and any relevant information to be copied into the correct
file on the hard drive.
·
Respond to emails as much as
possible, dealing with appointments, requiring Bio or photos etc.
·
Ensure busy diary commitments, papers
and travel arrangements are managed effectively including producing a daily
folder with diary, necessary papers etc. and troubleshooting problems.
·
Conduct weekly diary meetings with
the MD to discuss upcoming engagements, invitations and other requests.
·
Schedule on behalf of the MD meetings
between him and his direct reports and the committees and groups to which he is
a member.
·
Coordinate travel and accommodation
requirements in connection with others and ensure arrangements in place for the
MD match his requirements.
·
Filter general information, queries,
phone calls and invitations to the MD by redirecting or taking forward such
contact as appropriate.
·
Ensure the MD is fully briefed on, or
prepared for, any engagements he is involved in. Keep and maintain an accurate
record of papers and electronic correspondence on behalf of the MD.
·
Prepare correspondence on behalf of
the MD, including the drafting of general replies.
·
Minute general meetings as required
and complete research on behalf of the MD. Ad-hoc project management
·
Filing – including legal activities,
keep and retrieve files.
·
Ensure guests meeting with the MD are
well taken care of.
·
Provide a service that is in line
with the MD’s work habits and preferences.
·
Candidate should have ability to
communicate effectively both orally and in writing.
·
Agenda preparation and expenses
·
Ad-hoc project management
2. General Office Administration
·
Duties will include some ad hoc
office management
·
Providing support to other company
departments, where necessary and during low-season periods
·
Ordering of goods/services
·
Organizing internal office events
such as company activities
·
Implementing and maintaining
procedures/administrative systems
·
Liaising with staff, suppliers and
clients
·
Any other assignment as may be
assigned from time to time within your experience.
3. Financial
·
Banking if required
·
Other ad-hoc accounts duties and
projects as required
·
Working closely with Accounts to
ensure financial needs of the MD are well arranged
This Job Description provides the
main outline for the duties required for this position and is subject to periodic
review, evolution and revision.
Key Competencies:
·
Minimum Diploma in Business
Management and Administration or in any related field.
·
Minimum 7 years of relevant working
experience as an executive assistant/ PA in a good industry. Experience in horticultural
sector an added advantage.
·
Pragmatic and able to deal with
visitors of all levels.
·
Previous experience in providing
secretarial support at a senior level is essential, ideally in any busy good
industry preferably in agribusiness/horticulture.
·
Fast accurate typing/data entry
·
Excellent organization and
interpersonal skills
·
Experience of working within a
pressured environment
·
Discretion and mature work ethic
·
Computer Literate – MS Suite
·
Proactive and Confident
·
A very high level of professionalism,
integrity, attention to detail and organization are essential for the role
How to Apply
Qualified candidates should send
their CV’s quoting relevant skills, qualifications and experience to
careers@britesmanagement.com
Interviews will be done on a rolling
basis until the position is filled.
Only the shortlisted candidates will
be contacted.