Personal Assistant To The Chief Executive Officer At National Aids Control Council

Business Purpose/Objective
Responsible for providing effective confidential and public relations services to the office of the Chief Executive Officer. Specific duties include preparing correspondence, providing information to staff and stakeholders, scheduling appointments to ensure efficient and effective progress in all commitments.
Core Working Relationships
Head, Legal Services, Deputy Directors, Board Members and Ministry of Health liaison officers
Accountabilities (Responsibilities)
Maintain efficient and effective communication channels between the Office of the Chief Executive Officer; the Council Chairperson; Council members; other departments and external customers to ensure professional interface and superior customer service
Maintain the Chief Executive Officer’s calendar and schedule of appointments, screen requests for meetings, synchronizeoffice and personal diaries to ensure that appointments do not overlap.
Coordinate the preparation of both local and international itineraries for the Chief Executive Officer; confirm travel bookings, freight and hotel reservations
In chargeof the preparation of board agenda documents and circulation
Coordination of logistics and administrative support towards organization of meetings convened by the Chief Executive Officer
Plan and manage special assignments
Draft routine correspondence and reports; proofread a wide variety of general reports, letters, and memos and independently compose correspondence on routine administrative matters
Handle routine matters personally and determine and forward priority matters to the Chief Executive Officer or appropriate officers accordingly
Handle enquiries and complaints, brief the Chief Executive Officer of sticky and unresolved issues requiring prompt decision-making to ensure customer satisfaction •monitor and control office expenditure
Attend meetings; take notes or minutes as per the Chief Executive Officer’s instructions

Educational
Must possess a Master’s degree in either Public Health, Epidemiology, Law, Social Sciences, Business Management, Public Administration, Public Relations, Communicationor any other relevant degree.
Must have a Bachelor’s Degree in relevant field.
Applicants who demonstrate High level Proficiency in Computer keyboard operations and transcription skills shall be accordedan added advantage

Experience
Minimum seven (7) years relevant experience gained in providing support to top executive and senior management
Key competencies
Considerable tact and poise including excellent communication and interpersonal skills and the ability to establish and maintain good working relationships with people from diverse backgrounds.
Ability to maintain excellent public relations through courteous responses to inquiries and provide information within scope of responsibility.
Effective time management skills and the ability to priorities workloads and work within tight deadlines.
Ability to maintain confidentiality of privileged information and to ensure absolute discretion and sensitivity to confidential matters.
Ability to produce consistently high-qualitywork in an intensely pressurized office environment.
Ability to perform a variety of important sometimes urgent, confidential, and complex tasks with constantly changing priorities for top executives