Our Client, a leading Bank, is looking for an Executive Assistant.
Department: Group Managing
Director’s Office
Job Title: Executive Assistant
Service Outlet: Head Office
Reports Directly To: Group Managing
Director (GMD)
Overall Purpose of the
Job: The
Executive Assistant reporting directly to the Group Managing Director; provides
executive, administrative, and development support to the Group Managing
Director, Board of Directors, and the EXCO Team and/or as directed by GMD.
The Executive Assistant
serves as the primary point of contact for internal and external constituencies
on all matters pertaining to the Group Managing Director.
She serves as a liaison
to the Board of Directors and senior management teams; organizes and
coordinates executive outreach and external relations efforts as well as
overseeing special GMD’s projects.
Key Responsibilities
Executive support
· Assists the GMD with
daily administrative duties and completes a broad variety of administrative
tasks that include managing an active calendar of appointments; completing
expense reports; composing and preparing correspondence; arranging complex and
detailed travel plans, itineraries and agendas and compiling documents for
meetings.
· Communicates with the
general staff on the GMD’s behalf and coordinates logistics with high-level
meetings both internally and externally. Coordinates meetings and strategic
activities with the EXCO, MANCO and other members of staff. Take minutes in
meetings where applicable.
· Supports GMD in his external commitments related to regulators, government agencies / institutions / Investors / Share Holders / Directors, including service on external bodies, committees and other groups; KBA, KIB, KEPSA etc.
· Take and transcribe
dictation on technical and confidential matters from the GMD as required.
· As liaison between the
GMD and staff and other stakeholders, transmits directives, instructions and
assignments and follows up on status of assignments to ensure closure as per
timelines.
· Brief GMD on feedback
based staff, sentiment, view, expectations on Bank strategy, direction,
decision, other matters (including personal impacting performance).
Board Meetings
Coordination
· Preparation of the Main
Board Meeting notice given agenda, venue and time.
· Follow up on Main Board
papers and circulate the same to the Directors after review from the GMD.
· Follow up on the Board
Committee papers from the members, review and circulate to the company
secretary.
· Organize board/board
committee meeting in an organized manner.
· Manage the Board
Meetings budget
Communication
· Assists in coordinating
the agenda of senior management team meetings. Prepares an account of the
meetings and designates and follows up on assigned action items.
· Manage departmental
written and oral communication.
· Ensure timely
communication of departmental issues to the GMD.
· Answering and filtering
calls, taking messages, responding to general enquiries and requests for
information and documentation whilst exercising discretion and confidentiality.
· Preparing/drafting
correspondence on behalf of the GMD, registering and onward transmission of incoming
and outgoing correspondence, emails and ensuring follow-up in regards to
deadlines.
· Ensure quality, clarity
and orderliness of communication.
· Ensure all urgent
incoming communication is brought to the GMD’s attention immediately.
Clients Relationship
Management
· Manage EXCO and MANCO
relationship through negotiations to achieve responsiveness of the meetings
action points.
· Follow-up on customer
cases meeting GMD to ensure all the action points agreed on are executed
seamlessly within time frame allocated/agreed.
· Handling and assisting
in resolving customer issues that comes through to the GMD’s office.
· Hosting High End
customers, assist them with GMD’s audience to achieve customer delight if
required in coordination with EXCO/MANCO/BMs concerned.
Travel Arrangements
· Organizing/scheduling
all GMD’s travel and stay arrangements.
· Ensuring all logistical
needs are met during these visits.
Filing
· Filling, copying,
circulating and retrieving documents for the GMD.
· Developing and
maintaining filing and reference system in order to access office documents in
a timely manner.
· Safe custody and
Protection of confidential information, documents and/or materials exclusively
meant for the GMD. This includes board papers for the Group/Bank communication
from CBK and other regulators/government agencies, KBA Office.
· Maintenance of adequate
stock and consumables while achieving cost efficiency.
GMD’s Special
assignments
· Branch visits for
feedback from staff to the GMD geared towards growing bank’s bottom line in
line with the 8C’s strategy for the Bank.
· Visit external clients
to foster good clients’ relationship together with respective business heads or
Relationship Managers where applicable.
· Manage GMD’s office
related expenditure and receipts as well as personal transactions of GMD as and
when required.
· Maintenance of GMD’s
calendar of appointments and
Other Duties
· Supervising
administrative duties and orderliness of the office in line with office
practice.
· Sourcing and ordering
stationery and office equipment.
· Manage office
expenditure (Petty Cash).
· Performing any other
related tasks/projects as requested by the GMD.
· Participating in ad-hoc
projects/requestsas and when they arise.
· Celebrate staff
birthdays at HQ, customer and staff events at Head Office and branches in
coordination with Marketing, concerned Head of Business.
· Recommend action to be
taken on office expenditures such as equipment and supply needs. May assist in
preparation of the office budget.
· Support to concurrent
Auditor (CA) on information …….. check and validation (To be done in
coordination with CA)
Key Relationships
(Internal & External)
Internal
· GMD’s Office
· Board
· EXCO/MANCO and ALCO
· Branch Managers and
Branch Operations Managers
· All departments/
Branches.
External
· All Regulators/
Government agencies/external customers/stakeholders relating to the Bank and/or
as desired by GMD.
Key Performance
Indicators
· Prompt and accurate
communication.
· Efficient coordination
with all stakeholders.
· Ensuring easy access and
resolution of customer ……… issues to the satisfaction of customers.
· Support to
Marketing/Branches in customer service and ensure complaint reduction.
· Execute GMD’s
requirements in a timely and organized manner.
Job Specification
Academic / Professional
Qualifications
· Degree in business
related field
· Diploma in Secretarial
Studies and Business Management
· Knowledge in accounting
is preferable
· Must be Computer
Literate and good working knowledge of Microsoft Office applications.
Level of Experience
· 3 years having worked in
the same capacity in a busy environment.
Competence Requirements
· Ability to maintain
business confidentiality.
· Pleasant personality
with positive approach and attitude.
· Ability to coordinate
and handle high-level business issues and work with relevant stakeholders to
support the GMD in dealing with all day-to-day matters.
· Ability to analyze
office management situations and provide concise information and
recommendations well as and reports that support executive decisions.
· Ability to maintain high
level of confidentiality
· Good communication
skills.
· Attention to details
Salary
· Very competitive
How to Apply
Send your updated CV to
recruitment@sheerlogicltd.com before 21st March 2023.
Kindly indicate the job
title in the subject line: EXECUTIVE ASSISTANT.
(Only shortlisted
candidates will be contacted.)
Looking for a job? Download the Kenyan Jobs app from Google Playstore and get the latest jobs and vacancies available in Kenya, go HERE>>>
