PERSONAL ASSISTANT (PA) TO MD
NATURE OF JOB: FULL
TIME
INDUSTRY: REAL
ESTATE
SALARY: Kshs
60,000.00
JOB
LOCATION: NAIROBI
Summary
Our client is a real estate company in Nairobi looking for a Personal Assistant to the MD.
The ideal candidate will have similar experience and act as a first point of contact: dealing with correspondence and phone calls. Managing diaries and organizing meetings and appointments, often controlling access to the manager/executive. Booking and arranging travel, transport and accommodation. Organizing events and conferences.Duties and
Responsibilities
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
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.
Key Competencies:
- Diploma/Degree in Business Management and
Administration or in any related field.
- 3 plus years of relevant working experience as an
executive assistant/ PA in a good industry.
- 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
- Fast accurate typing/data entry
- Excellent organization and interpersonal skills
- Experience of working within a pressured
environment
- Discretion and mature work ethics
- 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 recruitment@britesmanagement.com
Interviews will be done
on a rolling basis until the position is filled.
Only the shortlisted
candidates will be contacted.
