Our client is seeking to recruit a reliable, resilient candidate with a high level of integrity to fill the following position:
PERSONAL ASSISTANT
Job Summary
The position shall be responsible for providing professional support and assistance to the Executive Director (ED) by coordinating the day-to-day management of the Executive Director’s office and diary.
Main Responsibilities
of Job
- Handle correspondence: Draft and prepare
responses, provide feedback and forward requests to relevant people;
- Oversee ED’s travel schedule: Plan and coordinate
logistics and documents for local, regional and international visits and
meetings;
- Manage and make all arrangements for the Board and
other stakeholder meetings that involve the Executive Director;
- Maintain the Executive Director’s diary, ensuring
that appointments and relevant information is readily available to
facilitate effective meetings;
- Maintain an effective filing system for all
electronic and paper-based communication/ correspondences within the
executive office ensuring that such information is readily available for
day-to-day use. At the same time, ensure effective access controls are in
place to protect confidential information/ documents;
- Organise internal meetings: Take minutes and track
progress on action points;
- Assist the ED in meeting preparation: review
agendas and minutes and ensure agenda items for Board meetings are
circulated and prepared on time;
- Support the ED in following up on priority issues
and actions with Secretariat, Board and other partners;
- Monitor and follow up on assigned activities,
ensuring quality and timely completion of tasks;
- Maintain efficient filing and archiving systems
for ED’s office documentation;
- Interact with staff and visitors to the office of
the ED and provide appropriate guidance;
- Maintain up to date contacts database for the ED
to facilitate efficient communication;
- Create and manage a system for dispatching
outgoing mail and tracking incoming mails;
- Bring to the attention of the Executive Director
priority matters that require attention on a daily basis;
- Maintain regular communication with the Executive
Director for updates on matters that affect schedules and planning;
- Ensure that all stakeholders interacting with the
executive office are accorded respectable quality service commensurate
with the desired image of our client;
- Perform other duties as required.
Key Skills and
Qualifications:
- Bachelor of Business Administration degree/Office
Management or a related discipline;
- Post Graduate Diploma in Secretarial Studies will
be an added advantage;
- Minimum of 7 years working experience in a similar
role working under a Chief Executive Officer in a busy organisation;
- Experience from a membership based organisation
will be preferred;
- Possess excellent interpersonal skills;
- Strong organisational and time management skills;
- Good oral and written communication skills;
- Reports preparation and writing skills;
- Records management skills;
- Displays tact, diplomacy and discretion when
dealing with confidential information;
- Exhibits maturity;
- Maintains a positive attitude despite adversity;
- Reliable and demonstrates administrative skills;
- Demonstrates proper etiquette at the work place;
- Ability to multitask with competing priorities and
administrative tasks;
- Attention to detail;
- Flexible and ability to adapt to a change in work.
How To Apply
Interested candidates
are requested to forward their updated CVs to recruitment@ke.gt.com by Tuesday, 9th November 2021 stating
the subject heading “PERSONAL ASSISTANT” clearly indicating their current and
expected remuneration (MUST), daytime telephone contacts, and addresses of
three referees. Only shortlisted candidates will be contacted.