Administrator

1 week ago

Nairobi, Nairobi Area, Kenya Britam Full time $40,000 - $60,000 per year
Job Purpose

Key Responsibilities
  • Act as the first point of contact for the C.E.O & the GI Regional Director, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the Executives.
  • Provides a bridge for smooth communication between the Directors' offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Provide sophisticated calendar management for the Directors. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements.
  • Organising and coordinating all logistics for the Directors' meetings (both internal and external).
  • Develop and maintain the Directors' offices paper and electronic filing and information systems.
  • Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
  • Oversee the prompt collection and delivery of incoming and outgoing mail in the Directors' offices.
  • Draft routine correspondence on behalf of the Directors.
  • Coordinate the preparation of both local and international itineraries for the Directors and confirm travel bookings and hotel reservations.
  • Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
  • Coordinating events and projects by providing administrative support for all events managed by the Segment/Function.
  • Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
  • Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
  • Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
  • Maintain efficient and effective communication channels between the Directors offices; the Board other departments and external customers to ensure professional interface and superior customer service.
  • Receive and collate emerging issues from all stakeholders for the Segment/Function.
  • He/she will also be the custodian of all the EXCO reports for the Segment/Function.
  • Provide administrative support for the Corporate Team.
  • Delegated authority as per the approved delegated authority matrix.
  • University degree in any discipline.
  • 4-6 years' experience as a Personal Assistant to a Head of Department/Division in a blue chip company preferably in a commercial environment.

Technical/ Functional Competencies
  • Strong organizational skills; ability to prioritize work and meet deadlines.
  • Computer literate (MS Word, PowerPoint and Excel).
  • Records management.
  • Planning and organizational skills.
  • Strong writing and oral presentation abilities.

Primary Location

Organization

Job Type

Shift

Contract Type

Job Posting

Unposting Date

Number of Openings

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