Executive Assistant Job in Kenya

Our Client, a leading Bank, is looking for an Executive Assistant.

Department: Group Managing Director’s Office

Job Title: Executive Assistant

Service Outlet: Head Office

Reports Directly To: Group Managing Director (GMD)

Overall Purpose of the Job: The Executive Assistant reporting directly to the Group Managing Director; provides executive, administrative, and development support to the Group Managing Director, Board of Directors, and the EXCO Team and/or as directed by GMD.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Group Managing Director.

She serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts as well as overseeing special GMD’s projects.

Key Responsibilities

Executive support

·  Assists the GMD with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

·  Communicates with the general staff on the GMD’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the EXCO, MANCO and other members of staff. Take minutes in meetings where applicable.

·  Supports GMD in his external commitments related to regulators, government agencies / institutions / Investors / Share Holders / Directors, including service on external bodies, committees and other groups; KBA, KIB, KEPSA etc.

·  Take and transcribe dictation on technical and confidential matters from the GMD as required.

·  As liaison between the GMD and staff and other stakeholders, transmits directives, instructions and assignments and follows up on status of assignments to ensure closure as per timelines.

·  Brief GMD on feedback based staff, sentiment, view, expectations on Bank strategy, direction, decision, other matters (including personal impacting performance).

Board Meetings Coordination

·  Preparation of the Main Board Meeting notice given agenda, venue and time.

·  Follow up on Main Board papers and circulate the same to the Directors after review from the GMD.

·  Follow up on the Board Committee papers from the members, review and circulate to the company secretary.

·  Organize board/board committee meeting in an organized manner.

·  Manage the Board Meetings budget

Communication

·  Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

·  Manage departmental written and oral communication.

·  Ensure timely communication of departmental issues to the GMD.

·  Answering and filtering calls, taking messages, responding to general enquiries and requests for information and documentation whilst exercising discretion and confidentiality.

·  Preparing/drafting correspondence on behalf of the GMD, registering and onward transmission of incoming and outgoing correspondence, emails and ensuring follow-up in regards to deadlines.

·  Ensure quality, clarity and orderliness of communication.

·  Ensure all urgent incoming communication is brought to the GMD’s attention immediately.

Clients Relationship Management

·  Manage EXCO and MANCO relationship through negotiations to achieve responsiveness of the meetings action points.

·  Follow-up on customer cases meeting GMD to ensure all the action points agreed on are executed seamlessly within time frame allocated/agreed.

·  Handling and assisting in resolving customer issues that comes through to the GMD’s office.

·  Hosting High End customers, assist them with GMD’s audience to achieve customer delight if required in coordination with EXCO/MANCO/BMs concerned.

Travel Arrangements

·  Organizing/scheduling all GMD’s travel and stay arrangements.

·  Ensuring all logistical needs are met during these visits.

Filing

·  Filling, copying, circulating and retrieving documents for the GMD.

·  Developing and maintaining filing and reference system in order to access office documents in a timely manner.

·  Safe custody and Protection of confidential information, documents and/or materials exclusively meant for the GMD. This includes board papers for the Group/Bank communication from CBK and other regulators/government agencies, KBA Office.

·  Maintenance of adequate stock and consumables while achieving cost efficiency.

GMD’s Special assignments

·  Branch visits for feedback from staff to the GMD geared towards growing bank’s bottom line in line with the 8C’s strategy for the Bank.

·  Visit external clients to foster good clients’ relationship together with respective business heads or Relationship Managers where applicable.

·  Manage GMD’s office related expenditure and receipts as well as personal transactions of GMD as and when required.

·  Maintenance of GMD’s calendar of appointments and

Other Duties

·  Supervising administrative duties and orderliness of the office in line with office practice.

·  Sourcing and ordering stationery and office equipment.

·  Manage office expenditure (Petty Cash).

·  Performing any other related tasks/projects as requested by the GMD.

·  Participating in ad-hoc projects/requestsas and when they arise.

·  Celebrate staff birthdays at HQ, customer and staff events at Head Office and branches in coordination with Marketing, concerned Head of Business.

·  Recommend action to be taken on office expenditures such as equipment and supply needs. May assist in preparation of the office budget.

·  Support to concurrent Auditor (CA) on information …….. check and validation (To be done in coordination with CA)

Key Relationships (Internal & External)

Internal

·  GMD’s Office

·  Board

·  EXCO/MANCO and ALCO

·  Branch Managers and Branch Operations Managers

·  All departments/ Branches.

External

·  All Regulators/ Government agencies/external customers/stakeholders relating to the Bank and/or as desired by GMD.

Key Performance Indicators

·  Prompt and accurate communication.

·  Efficient coordination with all stakeholders.

·  Ensuring easy access and resolution of customer ……… issues to the satisfaction of customers.

·  Support to Marketing/Branches in customer service and ensure complaint reduction.

·  Execute GMD’s requirements in a timely and organized manner.

Job Specification

Academic / Professional Qualifications

·  Degree in business related field

·  Diploma in Secretarial Studies and Business Management

·  Knowledge in accounting is preferable

·  Must be Computer Literate and good working knowledge of Microsoft Office applications.

Level of Experience

·  3 years having worked in the same capacity in a busy environment.

Competence Requirements

·  Ability to maintain business confidentiality.

·  Pleasant personality with positive approach and attitude.

·  Ability to coordinate and handle high-level business issues and work with relevant stakeholders to support the GMD in dealing with all day-to-day matters.

·  Ability to analyze office management situations and provide concise information and recommendations well as and reports that support executive decisions.

·  Ability to maintain high level of confidentiality

·  Good communication skills.

·  Attention to details

Salary

·  Very competitive

How to Apply

Send your updated CV to recruitment@sheerlogicltd.com before 21st March 2023.

Kindly indicate the job title in the subject line: EXECUTIVE ASSISTANT.

(Only shortlisted candidates will be contacted.)