Kenya Women and Children’s Wellness Centre Personal Assistant to the CEO / Office Manager Jobs in Kenya

Kenya Women and Children’s Wellness Centre Personal Assistant to the CEO / Office Manager Jobs in Kenya

Kenya Women and Children’s Wellness Centre (KWCWC) is a multi-purpose campus offering diverse services ranging from prevention to response. KWCWC offers clinical and counseling services to Gender-Based Violence Survivors.

The Centre comprises the following: Gender-Based Violence Recovery Centre, Safe House (24-bed), Training Centre, Conference Auditorium (180-seater) and a Research & Data Centre.

Kenya Women and Children’s Wellness Centre is positioned to be the regional, tech-enabled, Healthcare Innovation Hub, delivering high quality clinical services, accelerating knowledge transfer and research, building strategic partnerships to promote gender equality and health equity.

Job Title: Personal Assistant to the CEO / Office Manager

Department: Administration

Educational Qualification: Master’s Degree

Reporting Manager: Chief Executive Officer

Job Mission:

We are looking for a versatile and highly-organized assistant and office manager to work with senior management and provide strong office management support in a fast-growing work environment.

In this role, you will be responsible for day-to-day management of the office and provide support to the CEO (scheduling meetings, taking notes, and handling correspondence, making travel arrangements and assisting with other duties as required).

To ensure success as a personal assistant, you should exhibit excellent organizational skills and demonstrable diverse experience in multi-tasking. Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

Job Duties and Responsibilities:

Support to the CEO

Work directly with the CEO to support all aspects of her daily work routine.

Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.

Exercise discretion in committing time and evaluating needs.

Ensure efficient communication between KWCWC and the Executive and Advisory Board

Serve as a liaison between the CEO, KWCWC staff and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

Serve as a primary point of contact between the Office of the CEO and governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.

Assist the CEO in the development of presentations for internal and external audiences.

Office Management Duties

Ensuring efficient utilization of office supplies

Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.

Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Routinely perform a wide variety of support duties.

Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

Sort and triage mail; maintain e-mail and other address directories.

Compose and prepare letters relating to routine correspondence for the CEO’s signature.

Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Support to Other Offices

Coordinate work with other KWCWC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.

Provide coordination, monitoring, and communication of projects and programs managed by the Programs Department and the KWCWC Program Management Office (PMO).

Assist in programs activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.

Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.

Prepare, reconcile, and submit expense reports.

Maintain paper and electronic filing systems.

Maintain confidential and sensitive information.

Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Education:

Master’s degree required

Seven to ten years’ prior experience in supporting a senior executive or team

Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)

Exceptional writing, editing, and proofreading skills

Excellent organization and time-management skills

Key Competencies:

Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative role

Knowledge of “back-office” computer systems (ERP software)

Working knowledge of office equipment

Thorough understanding of office management procedures

Excellent organizational and time management skills

Analytical abilities and aptitude in problem-solving

Excellent written and verbal communication skills

Proficiency in MS Office

How to Apply

Kindly Send your application (Cover Letter and Resume) to recruitment@kwcwc.org

Find jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.

Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.

Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!