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• Provides historical reference by developing and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 28^th February,
2022. Shortlisting will be continuous until the vacancy is filled.