Executive Assistant Job in Kenya

Our

client, a well-known company in the logistics industry in Kenya is looking for

experienced, results-oriented and energetic individuals for the following

positions:
 

Position: Executive Assistant
 

Duties

and Responsibilities:
 

Job

Summary: The

incumbent shall be responsible for providing executive support in a one-on-one

working relationship with the Director, assisting him by taking on tasks such

as managing his calendar, planning meetings and conferences, making travel

arrangements and managing correspondence among other things so as to allow him

to attend to other business needs.  

The

Executive Assistant shall serve as the primary point of contact for internal

and external parties on all matters pertaining to the office of the Director.

S/he will use experience, industry knowledge and business savvy, particularly

when dealing with difficult clients and situations, drafting correspondence,

compiling reports and anticipating business needs, and will need to work well

under stress to meet tight deadlines and deal with long hours of work and/or

challenging situations. 

The

executive assistant will be based in the corporate office environment, though

movement for purposes of special projects, errands and assignments for the

Director will be part of the job.

• Organizing
  
  and maintaining the Director’s diary, making appointments/meetings and
  
  keeping him updated, well-prepared and on time for the same


• Screening
  
  phone calls, enquiries and requests, and handling them when appropriate


• Meeting,
  
  greeting and screening visitors at all levels of seniority on behalf of
  
  the Director and guiding them accordingly


• Printing
  
  hard copy documents for the Director’s perusal as and when need be


• Dealing
  
  with incoming correspondence, prioritizing the same, and corresponding on
  
  behalf of the Director when requested to do so


• Devising
  
  and maintaining office systems, including data management and filing


• Arranging
  
  travel, visas and accommodation and, occasionally, travelling with the
  
  Director to take notes or dictation at meetings or to provide general
  
  assistance during presentations


• Carrying
  
  out background research and presenting findings when requested to do so


• Producing
  
  documents, briefing papers, reports and presentations


• Liaising
  
  with clients, suppliers and other staff for the purpose of the Director’s
  
  office



• Ensuring
  
  the Director’s workspace is clear of clutter and is neatly organized at
  
  all times


• Organizing
  
  and coordinating executive outreach and external relations efforts and
  
  overseeing special projects

Academic & Professional Qualifications

• Graduate
  
  in business or management preferred


• Computer
  
  proficient (MS Office Suite)


• Secretarial
  
  studies

• Minimum
  
  5 years’ relevant work experience in a similar capacity


• Strong
  
  communication, planning and organizational skills


• Good
  
  interpersonal skills and comfortable with conversing with staff across
  
  different levels


• Skills
  
  in shorthand and minute-taking

Personal Qualities & Behavioral Traits

• Very
  
  pro-active and helpful


• Result-oriented
  
  and driven individual who pays high attention to detail


• Problem
  
  solver, optimistic and enjoys assertive communication


• Highly
  
  organized, flexible, resilient and adaptable


• Ability
  
  to maintain a realistic balance among multiple priorities and to work
  
  extra hours to meet deadlines


• Perceptive
  
  with the ability to think ahead and anticipate the Director’s
  
  needs/requirements


• Ability
  
  to supervise and organize efficiently and effectively and manage resources


• Ability
  
  to communicate and excellent interpersonal skills


• Very
  
  reliable and highly responsible, enough to inspire confidence that tasks
  
  will be taken care of correctly and on time


• Ability
  
  to exercise good judgment in a variety of situations


• Strong
  
  time-management skills, a good work ethic and high integrity


• Energetic
  
  with strong problem-solving skills


• Ability
  
  to work independently on projects, from conception to completion, and must
  
  be able to work under pressure at times to handle a wide variety of
  
  activities and confidential matters with discretion


• Patient,
  
  pleasant and very professional at all times


• A
  
  quick learner with a willingness to learn and to be trained


• Fluent
  
  written and spoken English and Kiswahili


• Very
  
  honest and reliable


• Very
  
  discreet with an understanding of confidential matters

Interested qualified candidates are encouraged to send their

updated CVs to the following email address: 

executiveassistantrecruiter@yahoo.com

While we appreciate all applications we regret that only shortlisted candidates

will be contacted.

“We are an equal opportunity employer”