Our
client, a well-known company in the logistics industry in Kenya is looking for
experienced, results-oriented and energetic individuals for the following
positions:
Position: Executive Assistant
Duties
and Responsibilities:
Job
Summary: The
incumbent shall be responsible for providing executive support in a one-on-one
working relationship with the Director, assisting him by taking on tasks such
as managing his calendar, planning meetings and conferences, making travel
arrangements and managing correspondence among other things so as to allow him
to attend to other business needs.
The
Executive Assistant shall serve as the primary point of contact for internal
and external parties on all matters pertaining to the office of the Director.
S/he will use experience, industry knowledge and business savvy, particularly
when dealing with difficult clients and situations, drafting correspondence,
compiling reports and anticipating business needs, and will need to work well
under stress to meet tight deadlines and deal with long hours of work and/or
challenging situations.
The
executive assistant will be based in the corporate office environment, though
movement for purposes of special projects, errands and assignments for the
Director will be part of the job.
- Organizing
and maintaining the Director’s diary, making appointments/meetings and
keeping him updated, well-prepared and on time for the same - Screening
phone calls, enquiries and requests, and handling them when appropriate - Meeting,
greeting and screening visitors at all levels of seniority on behalf of
the Director and guiding them accordingly - Printing
hard copy documents for the Director’s perusal as and when need be - Dealing
with incoming correspondence, prioritizing the same, and corresponding on
behalf of the Director when requested to do so - Devising
and maintaining office systems, including data management and filing - Arranging
travel, visas and accommodation and, occasionally, travelling with the
Director to take notes or dictation at meetings or to provide general
assistance during presentations - Carrying
out background research and presenting findings when requested to do so - Producing
documents, briefing papers, reports and presentations - Liaising
with clients, suppliers and other staff for the purpose of the Director’s
office - Ensuring
the Director’s workspace is clear of clutter and is neatly organized at
all times - Organizing
and coordinating executive outreach and external relations efforts and
overseeing special projects
Academic & Professional Qualifications
- Graduate
in business or management preferred - Computer
proficient (MS Office Suite) - Secretarial
studies
- Minimum
5 years’ relevant work experience in a similar capacity - Strong
communication, planning and organizational skills - Good
interpersonal skills and comfortable with conversing with staff across
different levels - Skills
in shorthand and minute-taking
Personal Qualities & Behavioral Traits
- Very
pro-active and helpful - Result-oriented
and driven individual who pays high attention to detail - Problem
solver, optimistic and enjoys assertive communication - Highly
organized, flexible, resilient and adaptable - Ability
to maintain a realistic balance among multiple priorities and to work
extra hours to meet deadlines - Perceptive
with the ability to think ahead and anticipate the Director’s
needs/requirements - Ability
to supervise and organize efficiently and effectively and manage resources - Ability
to communicate and excellent interpersonal skills - Very
reliable and highly responsible, enough to inspire confidence that tasks
will be taken care of correctly and on time - Ability
to exercise good judgment in a variety of situations - Strong
time-management skills, a good work ethic and high integrity - Energetic
with strong problem-solving skills - Ability
to work independently on projects, from conception to completion, and must
be able to work under pressure at times to handle a wide variety of
activities and confidential matters with discretion - Patient,
pleasant and very professional at all times - A
quick learner with a willingness to learn and to be trained - Fluent
written and spoken English and Kiswahili - Very
honest and reliable - Very
discreet with an understanding of confidential matters
Interested qualified candidates are encouraged to send their
updated CVs to the following email address:
executiveassistantrecruiter@yahoo.com
While we appreciate all applications we regret that only shortlisted candidates
will be contacted.
“We are an equal opportunity employer”
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