Executive Assistant

4 weeks ago

Nairobi, Kenya Corporate Staffing Full time
  • He/ She will be tasked with clerical tasks and prioritizes correspondence, allowing the Director to focus on decision-making and higher-level responsibilities. They also serve as links between the executive and the rest of the staff, contribute to better organization and planning, and help leaders be more effective in their roles.

Duties and Responsibilities

  • Providing administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the executive’s behalf.
  • Filter and prioritize client visits or phone calls, manage the schedules of busy executives, and communicate on behalf of the executive they support
  • Manage calendars, organize meetings, welcome visitors, accept phone calls, take messages, and often take care of travel arrangements for senior-level executives.
  • Maintaining comprehensive and accurate corporate records, documents, and reports
  • Performing minor accounting and bookkeeping duties.
  • Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Answering incoming phone calls politely and professionally and accurately taking messages.
  • Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
  • Managing the executive’s day-to-day calendar, including making appointments and prioritizing the most sensitive matters.
  • Coordinating travel arrangements both domestic and international and creating trip itineraries.
  • Using various software, including word processing, spreadsheets, and presentation software to prepare reports.

Skills and Qualifications

  • Bachelor’s Degree in a Business Management course or related field.
  • Min of 5 years as an Executive Assistant to the C-suite management.
  • Must have prior experience as an Executive Assistant to a CEO/ Director in a multi-cultural/ national organization.
  • Excellent verbal and written communication skills.
  • Strong organizational skills and ability to multitask.
  • Problem-solving and decision-making skills.
  • Time management and ability to meet deadlines.
  • Ability to act as gatekeeper and escalate relevant information to executives as needed.
  • Flexible to work with different time zones when needed.
  • Skilled in the use of standard office equipment e.g., copiers, business telephone systems, projectors, fax machines.
  • Ability to work effectively with minimal supervision.
  • Strong interpersonal skills.
  • Ability to treat confidential information with appropriate discretion.
  • Exceptional attention to detail.

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