Job Title: Executive Assistant
Responsible for providing high-level administrative
support to the Group Company Secretary, managing correspondence and
information, coordinating meetings and travel, maintaining executive schedules
and records, preparing reports and meeting documents, handling confidential
information, following up on pending matters, and supporting office operations.
Requires a Bachelor’s degree in Business, Social Sciences, or a related field,
at least five years’ relevant experience. The position is based in Nairobi and
requires on-site work.
Position Scope
Reporting
to the line manager, the successful candidate will be responsible for providing
high-level administrative and functional support in the office of the Group
Company Secretary and performing clerical functions such as preparing
correspondence, receiving visitors, arranging conference calls, and scheduling
meetings. May also train and supervise lower-level clerical staff.
Key
Responsibilities
Producing
information by transcribing, formatting, inputting, editing, retrieving,
copying, and transmitting text, data, and graphics and record upon approval;
Conserving
Group Company Secretary’s time by reading, researching, and routing
correspondence; drafting letters and documents; collecting and analysing
information; initiating telecommunications;
Conducting
research, preparing relevant statistical reports, handling and channelling
information requests;
Administratively
managing the office and liasing with other departments for the effective
functioning of the office;
Maintaining
executive’s appointment schedule by planning and scheduling meetings,
conferences, teleconferences, and travel;
Welcoming
guests and customers by greeting them, in person or on the telephone; answering
or directing inquiries;
Maintaining
customer confidence and protecting operations by keeping information
confidential;
Following
up on issues and sending reminders;
Preparing
reports by collecting and analysing information;
Compiling
agenda and making arrangements for relevant committee, board, and other
meetings;
Securing
information by completing data base backups;
Ensuring
security of documentation and instruments within the custody of the line
managers;
Managing
and maintaining executive schedules;
Providing
historical reference by developing and utilizing filing and retrieval systems;
recording meeting discussions;
Maintaining
office supplies inventory by checking stock to determine inventory level;
anticipating needed supplies; evaluating new office products; placing and
expediting orders for supplies; verifying receipt of supplies.
Qualifications
Bachelor’s
degree in a business/social sciences or other related field;
A minimum
of five (5) years relevant experience;
Must
demonstrate high integrity and ethical practice;
Must
demonstrate ability to work independently with minimum supervision;
Must be a
team player who is able to work cordially in teams;
Must
demonstrate ability to multitask;
Must
demonstrate commitment to operational effectiveness;
Should
have ability to solve problems by applying relevant business knowledge;
Should
demonstrate professional expertise in the relevant work area;
Must have
the ability to communicate for both written and oral communication;
Must be
able to work under pressure;
Must be a
flexible person, who is willing to learn and able to work flexible hours to
achieve goals;
Must have
knowledge in use of MS office packages.
