Job Title: Personal Assistant
Department: Human Resources and Administration Department
Reports
to: Managing
Director
Salary: 80K Gross
Our client is a leading cereal manufacturer and importer.
They seek
to hire a Personal Assistant to the Managing Director to proactively manage all
aspects of the Managing Director’s schedule and general coordination of
administrative functions in the MDs Office.
Key Responsibilities
Diary and travel management
Key Responsibilities
Diary and travel management
- Manage
the diary of the MD in a pro-active and efficient manner
- Arrange
meetings and set up equipment for the meetings as required
- Organize
client meetings and external conferences as required
- Schedule
and manage the international travel of the Managing Director to their
exact requirements and specifications – Ensuring flights, accommodation,
itinerary, air miles accounts etc are in order
- Ensure
that all relevant documentation for meetings, travel and tasks are
prepared well in advance and liaise with relevant parties to ensure that
information is thorough
- Ensure
the MD is fully briefed on and prepared for any engagements he is involved
in.
Administration and filing
- Maintain
an accurate record of papers and electronic correspondence on behalf of
the MD
- Take
minutes at meetings accurately and type these into a formal document as
required
- Draft
correspondence, take dictation, and type/prepare documents and reports
ensuring that spelling, punctuation and format are correct
- Preparation
of information, briefs, summaries and background information required for
all meetings
- Compilation
of relevant reports and presentations as directed
- Ensure
prompt payment of all MD personal utility bills including electricity,
water, subscriptions, Cable and phone etc
- Filter
general information, queries, phone calls and invitations to the MD by
redirecting or taking forward such contact as appropriate
- Composing
routine correspondence
- Sort
MD mails and reports and draw his attention to actionable priority.
- Maintain
secure filing system for safe custody of company documents and ease of
retrieval.
- Supervise
MD office utilities and ensure purchase of replenishments on weekly basis
- Maintain
records of expenses related to operations of the MD office reconcile and
get re-imbursement.
Qualifications, Skills and Experience
- Degree
in Business Administration, or any relevant degree.
- 3
– 4 years of experience in the same position
- Ability
to manage and prioritise internal / external demands on MD’s time
- Excellent
organisational skills with the ability to multi-task and prioritise
- Outstanding
interpersonal skills (face to face and on the telephone)
- Accuracy
and attention to detail, particularly in the management of MD’s diary and
emails
- Able
to be diplomatic and discrete at all times
- Proficiency
in MS Office
If you are up to the challenge, posses the necessary
qualification and experience, please send your CV only quoting the job title on
the email subject (Personal Assistant (80K gross)) to
vacancies@corporatestaffing.co.ke before Friday 17th July, 2015.
Kindly indicate current/last salary on your CV
N.B: We do not charge any fee for receiving your CV or for interviewing
Only candidates short-listed for interview will be contacted.
