Personal Secretary to MD Job in Kenya

May 30, 2016

Our client a manufacturing firm is seeking to recruit a dynamic, presentable, well spoken and organized Personal Secretary to manage all secretarial and administrative functions to the Managing Directors Office.

Duties & Responsibilities:

• Devising and maintaining office systems, including data management and filing


• Arranging travel, visas and accommodation for the management.


• Take notes or dictation at meetings or to provide general assistance during presentations;


• Take minutes of meetings accurately, using short-hand when required and type these into a formal document as and when required;


• Screening phone calls, inquiries and requests, and handling them when appropriate;


• Meeting and greeting Directors visitors at all levels of seniority;


• Organizing and maintaining diaries and making appointments in a pro-active and efficient manner.


• Dealing with all incoming and outgoing email, faxes, memos and post, often corresponding on behalf of the Director;


• Carrying out background research and presenting findings;


• Producing documents, briefing papers, reports and presentations;


• Organizing and attending meetings and ensuring the Director is well prepared for meetings;


• Liaising with clients, suppliers and other staff.


• Printing, photocopying, binding documents.


• Managing all confidential documents for the Managements office.


• Ordering stationary and other supplies for the Directors office.


• Organize the email filing systems of the Directors and file appropriately;


• Organize the soft-filing systems of the Directors and file appropriately;


• Organize the hard filing systems of the Directors and file appropriately;


• Organize the standard travel requirements of the Directors and plan their itinerary in advance, saving as much time and expenditure as possible;


• Organize the diaries of the Directors based on all information from emails, meeting requests, memos, travel itineraries, etc in a user-friendly (i.e. by the Directors) format;


• Any other duties assigned by the Director.

Qualifications

• Relevant Experience  in Finance & strategic  management


• Degree/Masters in Business related  course


• A minimum of 3 to 5 years experience within a personal secretarial function


• Proficient in MS Office Suite (extensive understanding of PowerPoint, Excel)


• Excellent English language and grammar skills – written and verbal;


• Excellent communication skills – written and verbal;


• Foreign language would be added advantage

Qualified candidate should  urgently send their c.vs to: frank.vacancies@yahoo.com