A well – renown Insurance company in Kenya is currently seeking a Personal Assistant to be responsible for Assisting the Executive Director with organizational, financial and personal administration on a daily basis. This individual will report to and be responsible for the Executive Director and potentially other Directors on an adhoc basis.
Requirements: Qualification and Skill
MBA or Bachelor's degree required.
2 – 5 years’ work experience in Administrative and Personal assistant roles at an Executive level with understanding of commercial business.
Ability to maintain calendars and schedule appointments, as well as, compose and edit written materials (translation experience is a plus).
Ability to work easily and effectively with a wide range of people.
Able to manage multiple projects and responsibilities at once; ability to meet deadlines.
Excellent written and verbal English communication skills – Well-spoken and articulate with ability to present data to Directors.
Excellent attention to detail, accuracy and quality, as well as, ability to exercise sound judgment.
Ability to travel at short notice if needed.
Possesses time/organization/stress management skills.
Proficiency with MS Office Suite especially Word, Excel and PowerPoint.
Kenyan nationals preferred.
Responsibilities
Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings.
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Lead short-term projects and initiatives as requested by the Executive Director.
Respect the need for confidentiality and sensitivity of information.
Have a proven ability to exercise good judgment in recognizing the scope of authority.
Assist the Executive Director with all other related assigned tasks.
Assist other Directors as delegated by the Executive Director.
Chase responses to requests and emails to/from the Executive Director.
Maintain and present the Executive Dashboard and other reports on a timely manner.
Work with the Executive Director to manage his/her calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries.
Ability to analyze data and proficient with Word and Excel.
Ensures that key dates and events are highlighted to the Executive Director ahead of time.
Prepare materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings.
Organize the logistics of board meetings and other key internal meetings.
Coordinate and distribute notes at management meetings as requested.
Organize and arrange venues for all other meetings requested by the Executive Director.
Maintain records of decisions and ensure action items are clearly recorded for the Executive Director.
Organize documents for signatures of Executive Director and members of executive staff related to the relevant projects.
Keep accurate records and files at all times and as appropriate.
Update and maintain database of executive key contacts.
Assist with special projects and reports as required as the Executive Director.
Job Requirements
Required education
: Bachelor's degree
Required relevant work experience
: 3 years
Required languages:
English (Spoken: fluent | Written: fluent)
