Personal Assistant

Job Description :

Ambition. Curiosity. Passion. A willingness to do what it takes to succeed and exceed expectations. This is the kind of talent we are searching for.

You will provide support to the Managing Director (MD) in the day to day management of their business, this encompasses both administrative and organizational tasks.  In addition overseeing the main reception and coordination of all travel & hotel accommodation related requests. 

Key Accountabilities

Office Management

• Co-ordinating information and business flows as necessary.
• Arrangement, coordination and management of the MD’s office facilities

Organization

• Manage accessibility to MD’s complex diary – set up relevant arrangements (e.g. meeting room, notifications, bookings, material, etc.).
• Organize and arrange travel itineraries of MD’s, local and overseas, coordinating with counterparts in other locations.
• Organize conferences, workshops and events at both a Domestic and International level:
• Organize complex meetings and telephone/video conferences domestic and international, taking into account different time zones
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Communication

• Build, develop and maintain relationships with key external/internal customers and build cross-functional network within own peer group
• Ensure fluid communication is maintained with MD at all times especially when travelling.
• Deal with all queries and forwarding to relevant departments when necessary.

Administration

• Mailing- receiving, sending & distribution
• Switchboard – receiving & making calls
• Meeting Rooms Management – booking & tidiness
• Reception
• Coordinating travel desk

Experience and Qualifications  

• Certificate in Secretarial / Office Management
• Graduate
• At least 2 years’ experience in the same role in a large organization
• Experience with using Microsoft packages, Word, Power Point
• Fluent in written and spoken English and Swahili