Executive Admin Assistant Job in Kenya

Executive Administrative
Assistant 

Position Summary

Based in Nairobi, the
purpose of this role is to provide an efficient, confidential and responsive
administrative, organizational, and logistical support to the Director of
Finance. This position serves as the primary point of contact for internal and
external stakeholders on all matters pertaining to the Office of the Director
of Finance

Major Responsibilities

•  Manage
  and maintain the Director of Finance’s diary


•  Filter
  emails, highlight urgent correspondence and print attachments


•  Ensure
  busy diary commitments, papers, and travel arrangements are managed
  effectively including producing a daily folder with diary, necessary
  papers, etc


•  Conduct
  weekly diary meetings with the Director of Finance to discuss upcoming
  engagements, invitations and other requests


•  Schedule
  on behalf of the Director of Finance meetings between him and his direct
  reports, committees and groups to which he is a member


•  Coordinate
  travel and accommodation requirements in connection with official
  engagements for the Director of Finance to match his requirements


•  Tabulate
  and retrieve Director of Finance’s official expenditures and claims


•  Filter
  general information, queries, phone calls and invitations to the Director
  of Finance by redirecting or taking forward such contacts as appropriate


•  Manage
  the process of calling for briefing the Director of Finance from start to
  finish to ensure that he is fully prepared for all engagements


•  Keep
  and maintain an accurate record of papers and electronic correspondence on
  behalf of the Director of Finance


•  Draft,
  type and dispatch all the Director of Finance’s correspondence


•  Minute
  general meetings as required and complete research on behalf of the
  Director of Finance


•  Keep
  and retrieve files


•  Ensure
  guests meeting with the Director of Finance are well taken care of


•  In
  addition to the above duties, the Administrative Assistant may be required
  to perform other related or unrelated duties based on the Hospital’s needs

Qualifications

•  A
  Bachelor’s Degree in a relevant field


•  Master’s
  degree in any field is an added advantage


•  A
  minimum of five (5) years’ experience in administration/public relations
  roles at a senior level


•  Demonstrable
  experience in an administration/executive assistant/PA role in a highly
  pressurized environment requiring tact, judgment and discretion in
  handling internal and external contacts


•  Experience
  of diary management/researching and booking of travel and accommodation


•  Experience
  of successfully working with senior management


•  Experience
  of working as an executive assistant in government or multinational
  private sectors will be an added advantage


•  Must
  be proficient with the keyboard and IT applications; short-hand and
  excellent typing skills- Good computer literacy, speed and accuracy
  essential. (MS Office, Excel, PowerPoint)

Critical Competencies

•  Bright,
  confident and presentable personality


•  Attention
  to detail and deadlines


•  Ability
  to filter information and assess priorities


•  Ability
  to think ahead and anticipate needs before they arise


•  Ability
  to exercise discretion in dealing with confidential or sensitive matters


•  Excellent
  organizational skills


•  Excellent
  communication skills, both verbal and written


•  Professional
  telephone mannerisms


•  Willingness
  to work in a Christian and multicultural environment


•  Flexible
  and mature approach with ability to work unsupervised

How to Apply

If you are interested in
the above position and you meet the requirements listed, please send your
application together with a detailed CV, Copies of Academic Certificates, three
[3] referees and include their telephone contacts and email address to hrrecruit@materkenya.com so
as to reach us not later than 19^thMay 2023

Only shortlisted
candidates will be contacted