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Feb 29, 2016

Executive Assistant Job in Kenya




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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