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Feb 26, 2022

Personal Assistant Job in Kenya



Title: Executive Personal
Assistant



Industry: Not for
Profit/ NGO



Location: Nairobi, Kenya



Reporting: Mid-level



Job Purpose



The Executive Assistant
will provide governance, technical, administrative and clerical support to the
Regional Director – East Africa through the timely and accurate collection and
sharing of information directly related to the activities of the Director on a
day-to-day basis.



Duties and
Responsibilities




  • Takes responsibility and full ownership of office
    organization, project management, deadline compliance, and important
    documents and files.

  • They will be the first point of contact in the
    Regional Director’s office, preparing meeting briefs and Communicating to
    staff on behalf of the Director, working closely with all the department
    heads across the organization and the board.

  • Coordinating meetings with the Director and
    Department heads on weekly basis, including tracking the Director’s to-do
    list, travel plans, events and general calendar management.

  • Manage meetings by collating various reports,
    analyzing and keeping track of actions; tracking meetings based on
    previous discussions and follow up action points.

  • Manage internal and external stakeholders while
    maintaining customer confidence and protecting company operations by
    keeping information confidential.

  • Conduct related research to support strategic and
    business planning, whilst updating & managing risks associated with
    the organizations’ operations.


  • Provides historical reference by developing and
    utilizing filing and retrieval systems, continuously improving the
    efficiency of the filing system.

  • Management of procurement of items as required
    including identifying relevant suppliers, sourcing quotations, finalizing
    terms and follow up.

  • Prepare annual estimates of expenditure, maintain
    budgetary and inventory controls and make recommendations for the
    Director’s office.

  • Study current system capabilities and practices
    then design and recommend modifications and improvements.



Skills &
Qualifications




  • Hold a Master’s Degree in Business Administration
    or Bachelor’s degree in Business/ Human Resource/ Psychology or related
    field of study.

  • Must have 8+ years’ experience in administration,
    supporting Senior Managers managing a busy diary with multiple pressing
    deadlines.

  • Demonstrate knowledge of project management tools,
    budgeting, report writing with advanced MS Excel skills is preferred.

  • Be committed to self-development by expanding
    their professional and technical knowledge, including attending
    educational workshops and establishing career networks.

  • Ability to perform daily, weekly and monthly
    reviews and analyses of current processes using operational metrics and
    reports.

  • Ability to maintain professionalism even under
    stressful situations, demonstrating superior conflict resolution skills.

  • Use initiative, show flexibility and be adaptable
    to the changing demands of the organization

  • Demonstrating good command of English; maintain
    punctuality and be an efficient time manager.

  • Ability to maintain confidentiality and preserve
    the integrity of the Regional Director’s office.

  • Superior communication and relationship building
    skills with external, internal and executive-level stakeholders.



HOW TO APPLY



Share your updated CV
to 
recruiterkenya@gmail.com 
with the title (Executive PA) before
the 28th February,
2022. Shortlisting will be continuous until the vacancy is filled.


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