Executive Administrative Assistant Kenya

Purpose of the Job.

To ensure that the Director has support on ALL administrative and clerical tasks so the Director can focus on business issues.

Manage the Director’s diary and agenda, provide support to Direct Reports as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the Director’s office.

Job Duties/Responsibilities

The Director’s Communication

Timely review of all incoming mail, and responding or re-routing to the correct respondents
Timely and professional preparation of outgoing mail for the Director
Management and recording of all incoming and outgoing mail to ensure a data base for future reference is maintained for speedy and accurate future reference
Managing all internal and external queries and requests, responding and re-directing accordingly

The Director’s Calendar and Agenda

Scheduling of meetings
Distribution of the Director’s annual calendar to direct Reports
Managing requests for meetings by key stakeholders or other outside parties

The Director’s Travel arrangements

Arranging for all travel, hotel bookings and pick up
Ensuring passport and visa’s are current and in good order
Prepare detailed itineraries for use by the Director and his/her office

Preparation, facilitation and co-ordination of meetings with key stakeholders

Arrange necessary accommodation
Arrange necessary travel arrangements
Co-ordinate relevant meetings, appointments and functions
Arrange required venues
Prepare detailed itineraries
Assist in the development of background material for presentations

General Administrative Work

Maintain internal TCCC contact details for use by the Director , and his/her office
Maintain external contact details for key stakeholders
Provide support for the Director’s activities
Set up a system to ensure follow up and follow through on all project deadlines and responses
Manage the Director’s Chauffer
Prepare and manage the Director’s expenses – includes expense reports, and ensuring his/her credit card(s) are valid and paid for
Liaise with facilities as necessary with regards to office requirements
Manage filing and records

Management of Payments

Complete all Director’s office financial transactions using SAP eg travel expenses, tickets, travel requests, holidays, etc
Monitor Director’s offices budget– identify discrepancies and notify relevant team members as and when necessary
Manage petty cash for visa renewals, passport renewals, gifts, flowers, and any other miscellaneous expenses
Responsible for administration and tracking of Director’s office budgets

Required Experience

5-8 years working experience in customer service or related area
Some related experience managing a senior managers office
Advanced computer skills-MS Office, SAP, MS Project

Education

University Degree

Please send your CV and remuneration details to: theleadrecruiter@gmail.com

Only shortlisted candidates will be contacted.

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