Admin Assistant / Secretary to Director Job in Kenya
Admin Assistant / Secretary to Director Job in Kenya
Job Vacancy: Admin Assistant / Secretary to Director
Department:
Administration
Direct Reporting Line:
Director
Job Purpose:
To offer full administrative support to the Director and manage the office environment.
Key Accountabilities:
Executive Assistant to Director
Manage, coordinate and maintain calendar of the Director including appointments, meetings and travel.
Responsible for organizing of internal and external meetings on behalf of the Director ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
Provide executive and administrative support to the Director.
Responsible for organizing the Director travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
Monitor and respond to incoming communications (including complaints) to the Director’s office including phone calls, emails and walk ins, ensuring correct department distribution.
Secretarial support for meetings as and when required by the Director, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
Drafting and writing high quality reports and presentations, as required by the Director.
Communicating important updates and information to Office/Schools as required by the Director
Structure the central calendar of events.
Responsible for managing the Director’s personal driver’s daily schedule in line with the Director’s daily requirements.
Arrange Central Office and Senior leadership events.
Responsibilities
Act as Board Secretary for Board and Committee meetings. This includes but is not limited to preparing meeting agendas, recording meeting minutes, collating board reports and presentations.
Communicate meeting reminders and board reports with relevant Board and Committee members including their Assistants.
Confirm meeting venues, as well as creating and distributing comprehensive minutes including board resolutions to all members post meeting.
Work closely with HR and Central Office staff to ensure that office policies and procedures are
adhered to.
Manage cover for Central Office during holiday periods ensuring appropriate cover at all times.
Line Manage administration and support team in the Central Office
Carry out performance appraisals of direct reports and arrange/ or make recommendations for professional development if required
Manage the office environment and overseeing general maintenance of the office; with the support of the Office Assistant and Receptionist.
Manage applicable Office Budget lines, including office expenses, supplies, stationery, entertainment.
Responsible for management of Office petty cash with the support of the Receptionist
Education:
University degree in Business Administration or equivalent
Minimum 3 years’ experience as Personal Assistant, Office Manager or similar role
Organisational, planning and multi-tasking skills
Excellent Communication and Interpersonal skills
Good team player
Problem analysis and problem-solving skills
Judgment and decision-making ability
Initiative
Professionalism and confidentiality
Attention to detail and accuracy
Flexibility
Essential Attributes:
Calm character, able to prioritize and ensure smooth execution of tasks
Fluency in English – spoken and written
Strong attention to detail and accuracy
Maintain high levels of professionalism
Well organized with an understanding of priorities and changing demands
Have a professional knowledge of Microsoft Office programmes MS Office Word, Excel, PowerPoint and Internet
How to Apply
Applicants who meet the requirements stated above should send their applications and detailed CVs with a day – time telephone number to the email address:jobs1@hcsafrica.com 22nd October 2018 with Admin Asst/Secretary to Director on the Subject line.
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